Department Coordinator Jobs in Reston, VA (NOW HIRING)

The HR Department Coordinator functions as the operational backbone of the Human Resources department, reporting to the HR Director and providing essential logistical support to the Network Talent and Recruitment Manager. This position is responsible for administering and coordinating the full employee lifecycle—from candidate application through separation—ensuring processes are executed accurately, consistently, and in compliance with applicable policies and regulations. The Coordinator serves as the primary point of contact and visible representative of the HR team, managing departmental communications, financial transactions, recordkeeping, and core administrative workflows.

Essential Duties and Responsibilities

• Serve as the primary point of contact for the shared HR email inbox and phone line; triage incoming requests and resolve routine inquiries related to benefits, policies, and employment opportunities, and escalate sensitive matters to the HR Director.
• Manage physical HR mail and maintain the digital filing and records retention system; ensure mandatory labor law posters and compliance documentation are current.
• Maintain HRIS data integrity by processing personnel transactions (hires, terminations, promotions) accurately and ensuring timely reflection in payroll and reports.
• Prepare and distribute routine HR communications, internal notices, and scheduled reports to stakeholders.
• Act as first contact for FMLA and other leave of absence requests; provide eligibility information, distribute initial documentation, monitor timelines, and coordinate return-to-work activities.
• Administer workers' compensation processes, including completion of First Report of Injury (FROI) forms, coordination with medical providers and carriers, and maintenance of OSHA 300 log records.
• Respond to state unemployment claims with accurate separation and employment data and represent the organization in initial fact-finding or claims inquiries.
• Maintain leave and claims files, track metrics and compliance deadlines, and escalate complex matters to the HR Director or legal counsel as needed.
• Coordinate candidate logistics with the Talent and Recruitment Manager: schedule interviews, manage the ATS, and support a high-quality candidate experience.
• Lead the operational hand-off from candidate to employee following offer acceptance by coordinating IT setup, equipment distribution, background checks, and related onboarding tasks.
• Facilitate administrative new-hire orientation functions, ensuring completion and compliance of I-9, tax forms, and required documentation on Day One.
• Represent HR at campus events, career fairs, and community recruiting activities—coordinate logistics, materials, and follow-up to support talent pipelines.
• Coordinate employee engagement surveys and professional development workshops including vendor logistics, communications, participation tracking, and summary reporting.
• Coordinate reasonable accommodation requests and intake medical documentation in accordance with policy and ADA requirements.
• Maintain strict privacy and confidentiality controls over personnel data and secure authorization processes.
• Administer mandatory training logistics and LMS tracking, ensuring compliance reporting for required courses.
• Review, code, and route invoices for recruitment platforms, benefits brokers, and HR vendors for approval by the HR Director.
• Support monthly benefit reconciliations and audits to verify headcount accuracy, resolve billing discrepancies, and prevent overpayments.
• Maintain vendor files, contract documentation, and service-level records; coordinate renewals and invoicing timelines.
• Monitor HR budget line items, prepare basic financial summaries, and escalate variances to the HR Director.

Requirements

• Bachelor's degree in Human Resources, Business Administration, or related field preferred; equivalent relevant experience accepted.
• SHRM-CP, PHR, or HR certificates preferred but not required; demonstrated willingness to pursue professional development and process improvement.
• 2–4 years in HR operations, benefits/leave administration, or HRIS/ATS support.
• Proficiency with common HRIS and ATS platforms, Microsoft Excel, Google Workspace, and familiarity with LMS and payroll interfaces.
• Working knowledge of FMLA, ADA accommodation processes, workers' compensation intake, and basic employment law documentation and recordkeeping.
• Excellent written and verbal communication, professional phone/email etiquette, customer-service orientation, and ability to interact with employees at all levels.
• Strong attention to detail, time management, ability to prioritize multiple tasks, and dependable follow-through on deadlines and confidential matters.
• Familiarity with producing standard HR reports, maintaining dashboards, and reconciling data for audits and benefit reconciliations.
• Commitment to demonstrating SEED Core Values in all work and stakeholder interactions.