Healthcare HR Coordinator

Healthcare HR Coordinator – Home Care Agency NO Phone Calls About Lovebird Healthcare Solutions Lovebird Healthcare Solutions is a growing healthcare organization serving the Chicagoland area. We provide non-medical home care and are rebuilding our internal systems as we prepare for continued growth. We are looking for an experienced, organized, and proactive Healthcare HR Coordinator to help manage recruiting, onboarding, employee records, compliance tracking, and day-to-day HR administration. This is a remote contract position through Upwork. The ideal candidate has experience supporting a **home care agency, home health agency, healthcare staffing organization, senior care company, or other regulated healthcare environment.** Position Overview The HR Coordinator will help manage the employee lifecycle from applicant screening through onboarding, credentialing, training, active employment, and separation. This person must be able to follow established processes, maintain accurate records, communicate professionally with applicants and employees, and consistently follow up on missing documentation. Our goal is to develop an HR department that operates consistently without requiring the CEO to personally manage every applicant, document, or deadline. Primary Responsibilities Recruiting & Applicant Management * Monitor employment applications and candidate inquiries. * Review applications for minimum qualifications. * Conduct initial applicant screening. * Schedule interviews when appropriate. * Communicate with applicants regarding next steps. * Maintain the applicant and recruiting tracker. * Follow up with candidates who have incomplete applications. * Assist with posting and updating job openings. * Maintain recruiting sources and candidate pipelines. * Track candidates from application through hire, decline, withdrawal, or no-response status. New Hire Onboarding Coordinate the onboarding process for new employees, including: * Employment applications * Offer documentation * New hire paperwork * Required identification and employment eligibility documents * Background check documentation * Healthcare worker registry verification when applicable * CPR/BLS documentation when required * Professional licenses or certifications * Health screening documentation when required * Training requirements * Orientation completion * Policy acknowledgments * Direct deposit/payroll documentation * Emergency contact information * Employee handbook acknowledgment * Required state or agency documentation Ensure employees are not moved into active work status until required onboarding items are completed. Employee File Management * Create and maintain organized electronic employee files. * Audit files for missing or expired documentation. * Maintain consistent file naming and document-control standards. * Upload completed documents to the appropriate Microsoft 365/SharePoint location. * Maintain confidentiality of employee information. * Ensure employee records remain complete and audit-ready. Credential & Compliance Tracking Maintain HR compliance trackers for items such as: * Background checks * Healthcare Worker Registry status * CPR/BLS * CNA credentials when applicable * Driver documentation when applicable to the position * Training completion * Annual requirements * Performance evaluations * Competency requirements * Employee health documentation when applicable * Expiring certifications and credentials The HR Coordinator will proactively follow up before required documentation expires. Orientation & Training Coordination * Schedule new hire orientation. * Assign required training modules. * Track completion of orientation and training. * Follow up with employees who have incomplete training. * Maintain training records. * Coordinate with management regarding employees who have not completed required requirements. * Help maintain orientation and training materials. Employee Communication * Respond to routine HR questions. * Send onboarding instructions and reminders. * Follow up regarding missing documentation. * Communicate upcoming credential and training expiration dates. * Maintain professional and timely communication with candidates and employees. * Escalate employee concerns requiring management review. HR Tracking & Reporting Maintain accurate HR tracking systems for: * Applicants * Interviews * New hires * Active employees * Inactive employees * Credential expirations * Training * Employee documents * Performance evaluations * Corrective actions when assigned * Separations Provide regular updates regarding: * Open positions * Candidates in process * New hires awaiting completion * Missing employee documents * Upcoming expirations * Employees requiring management attention Microsoft 365 Responsibilities Lovebird Healthcare Solutions uses Microsoft 365 as its primary operating environment. The HR Coordinator should be comfortable working with or learning: * Microsoft Teams * SharePoint * Microsoft Lists * Microsoft Planner * Outlook * OneDrive * Microsoft Forms * Word * Excel HR activities, assignments, employee documentation, and trackers must be maintained inside the company's approved systems rather than on personal devices or separate unapproved platforms. Required Qualifications Applicants should have: * Previous HR, recruiting, onboarding, or credentialing experience. * Strong attention to detail. * Excellent organization skills. * Professional written communication. * Experience maintaining confidential employee records. * Experience following established SOPs and checklists. * Ability to manage multiple candidates and employees simultaneously. * Strong follow-up skills. * Ability to work independently and meet deadlines. * Experience with Microsoft Office or Microsoft 365. ## Preferred Qualifications Preference will be given to candidates with experience in: * Home care * Home health * Healthcare staffing * Senior care * Personal care services * Healthcare credentialing * Caregiver recruitment * CNA recruitment * Illinois healthcare employment requirements * Microsoft SharePoint * Microsoft Lists * Microsoft Planner Candidates We May Recruit The HR Coordinator may support recruiting and onboarding for positions including: * Caregivers * Homemakers * Personal Assistants * Certified Nursing Assistants (CNAs) * Home Health Aides * Direct Support Professionals * Nurses * Schedulers * Intake staff * Care Coordinators * Administrative staff * Other healthcare and support positions What Success Looks Like The person in this role should help us reach a point where: * Every applicant has a documented status. * New hires know exactly what they need to complete. * Missing documents are followed up on without CEO involvement. * Employee files are complete and organized. * Expiring credentials are identified before they expire. * Orientation and training are tracked. * HR information can be easily reviewed by management. * Recruiting and onboarding processes continue even when the CEO is focused on other areas of the business. Work Expectations This role requires someone who can work independently while following Lovebird Healthcare Solutions' established systems. The contractor will be expected to: * Follow assigned workflows and SOPs. * Maintain the HR Planner and tracking systems. * Document work completed. * Provide an End-of-Day report for each day worked. * Ensure reported work corresponds with time logged through Upwork. * Communicate roadblocks promptly. * Avoid creating new processes or changing approved processes without authorization. * Protect all confidential employee and company information. When Applying Please answer the following questions: 1. What HR experience do you have with home care, home health, healthcare staffing, or another healthcare organization? 2. Have you managed caregiver, CNA, HHA, DSP, nursing, or healthcare employee onboarding? 3. What documents or credentials have you previously tracked for healthcare employees? 4. Describe how you manage an applicant from the time they apply until they are ready to work. 5. What experience do you have auditing employee personnel files? 6. What experience do you have with Microsoft 365, SharePoint, Lists, Planner, Teams, or similar systems? 7. How do you keep track of missing and expiring employee documents? 8. How do you handle applicants or employees who repeatedly fail to submit required documents? 9. Are you comfortable completing daily work reports and maintaining assigned trackers? 10. Please begin your proposal with **“Lovebird HR”** so we know you read the complete job posting. Opportunity This role may begin as a part-time contract position with the opportunity for ongoing work as Lovebird Healthcare Solutions continues to grow. Must be able to work CST 9am-2pm M-W-F We are looking for someone who wants to help build and maintain an organized HR department not someone who needs to be reminded daily about routine HR responsibilities.