JOB SUMMARY
The Coordinator – HR Shared Services partners closely with site Management and Human Resources to deliver a smooth, friendly, high-volume badging process with the required state entity. The incumbent ensures all forms and paperwork are completed with accurate data, on time, and with a helpful, professional approach for every associate. This role also assists in ensuring the HRIS maintains accurate and compliant data for each employee. This role sets the tone for the AWH new-hire and onboarding experience, giving each associate a welcoming first impression. The coordinator also ensures badge renewals are completed on time and in compliance each year, so associates never experience a lapse in access.
Location: Remote with preference to candidates who reside in Ascend's states of operation: IL, MI, OH, PA, MD, MA, NJ
PRIMARY RESPONSIBILITIES
- Take end-to-end ownership of assigned badging and renewal processes, delivering a smooth, responsive experience
for every associate from start to finish. - Independently manage multiple states, populations, deadlines, and competing priorities, so every associate and
internal partner receives timely, reliable service. - Maintain trackers, expiration dates, status reports, and compliance follow-up, so renewals are handled proactively
and no associate experiences a lapse in access. - Create and maintain clear, user-friendly SOPs, employee instructions, communication templates, and self-service
resources that make it easy for associates to get answers and complete requirements on their own. - Monitor completion and courteously follow up on outstanding employee actions, providing helpful reminders and guidance. Escalate when needed, so associates stay informed and supported without the coordinator completing their tasks for them.
- Identify inefficiencies and recommend process improvements or automation that make badging and onboarding
faster and easier for associates and internal partners. - Use HRIS, onboarding, ticketing, and state systems to manage workflows and protect data integrity, so associate
information is accurate and requests are resolved quickly. - Provide routine reporting on outstanding badging, renewals, aging items, and compliance risks, keeping managers
and HR partners informed and able to act early. - Assist with the HR Ticketing System to ensure timely and customer focused resolution.
- Other tasks as assigned.
JOB REQUIREMENTS
- 2+ years of applicable work experience in a professional administrative setting
- Associate or bachelor’s degree in business, Communications, Human Resources, or similar discipline preferred
- Proficient in Microsoft Office Suite
- Must be able to pass all required background checks for state badging and HR
- Must be over 21 years of age
- Impeccable attention to detail and organizational skills
- Strong written and verbal communication skills
- Strong Customer Service Background
What you should bring to this role:
- Passion for people; new hire and associate experience and service
- Ability to balance multiple competing priorities and maintain composure under pressure
- Ability to maintain confidentiality at all times
- Strong attention to detail and ability to execute in a deadline-driven environment
PHYSICAL REQUIREMENTS
This is a primarily sedentary, office-based role performed remotely. The physical demands below are representative of what an employee must meet to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Continuously (more than 66% of the workday)
- Visual acuity, including close and screen-based work
Frequently (34-66% of the workday)
- Sitting
- Talking
- Hearing
- Repetitive use of hands and arms (e.g., typing, data entry)
- Eye/hand coordination
Occasionally (up to 33% of the workday)
- Standing
- Walking
- Pushing or pulling
- Repetitive use of legs
- Grasping
- Exposure to noise
- Lifting and carrying up to 10 lbs.
EEO STATEMENT
Ascend Wellness Holdings, LLC and its subsidiaries is an equal opportunity employer and celebrate the population of differences and does not discriminate in its hiring / hiring practices, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical
features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level ofthe work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
2+ years professional administrative experience; associate or bachelor's degree in business, communications, HR or similar preferred; Microsoft Office proficiency; pass background checks; over 21 years old; strong customer service background.
Key Responsibilities
- managing badging processes
- maintaining compliance
- providing reporting
Skills & Tools
Microsoft Office, HRIS
Job Details
- Category: Human Resources
- Seniority: Entry Level
- Commitment: Full Time
- Workplace: Remote — United States or Illinois or Michigan or Ohio or Pennsylvania or Maryland or Massachusetts or New Jersey
- Salary: USD 60,000 – 60,000 / year
- Languages: English
About Ascend Wellness Holdings
A wellness company providing HR shared services and badging processes. — Industry: Consulting Services