HR & Operations Coordinator - New Orleans, LA

HR & Operations Coordinator

New Orleans, Louisiana | On-Site

VitalHire is seeking a highly organized, proactive HR & Operations Coordinator to support healthcare employee onboarding, credentialing, HR administration, scheduling, employee success, and day-to-day workforce operations from our New Orleans office. VitalHire is a national staffing firm that assigns temporary and contract healthcare professionals to work for hospitals, skilled nursing and rehabilitation, clinics, and other clients. Be a part of healthcare delivery because every hire matters for our clients' patients and residents!

This is a hands-on role for someone who takes ownership, communicates confidently, solves problems independently, and helps employees succeed throughout their experience with VitalHire.

Key Responsibilities

HR Administration

• Maintain accurate and complete employee personnel files and HR documentation.
• Prepare and process new-hire paperwork, employee updates, status changes, and separation documentation.
• Respond to routine employee questions regarding policies, payroll, scheduling, onboarding, and employment documentation.
• Track required acknowledgements, forms, certifications, and employee documentation.
• Assist with PTO, attendance, call-out, and leave tracking.
• Maintain employee records and ensure HR systems are updated accurately and timely.
• Support employee communications, policy acknowledgements, corrective-action documentation, and other HR administrative processes.
• Prepare HR reports, spreadsheets, trackers, and documentation as needed.
• Support recruiting and onboarding administration, including interview scheduling and candidate follow-up.

Credentialing & Onboarding

• Create employee profiles within VitalHire and client systems and troubleshoot access or technical issues.
• Upload and maintain onboarding and credentialing documents across multiple platforms.
• Review vaccination and immunization records for completeness and compliance with facility requirements.
• Complete reference checks, professional license verifications, employment and education verifications, exclusion checks, and criminal database searches.
• Schedule background checks, drug screens, physicals, laboratory testing, and other required screenings.
• Track credential expiration dates and proactively obtain renewals before deadlines.
• Complete I-9 identification sessions and other virtual or in-person onboarding appointments.
• Prepare and distribute first-day instructions, badges, orientation information, and other new-hire materials.

Onsite Orientation & Clinical Module Coordination

• Host and manage onsite employee orientations at the New Orleans office.
• Prepare orientation materials, computers, login credentials, training resources, and employee documentation in advance of scheduled sessions.
• Coordinate and distribute required healthcare training modules and certifications to employees.
• Manage completion of required clinical education, including NIH Stroke Scale (NIHSS) certification and other facility- or role-specific training.
• Assist employees with accessing online learning platforms, troubleshooting logins, and resolving technical issues.
• Monitor module and certification completion and follow up with employees on outstanding requirements.
• Maintain accurate records of training completion, certification dates, and expiration dates.
• Ensure required education and certifications are completed prior to orientation, deployment, or facility deadlines.
• Escalate incomplete, expired, or non-compliant education requirements before they affect an employee's ability to work.

Employee Success & Q&A Support

• Serve as a primary point of contact for employees throughout onboarding and active employment.
• Answer employee questions regarding scheduling, payroll, credentialing, policies, client requirements, systems, and day-to-day processes.
• Provide clear, timely, and accurate guidance so employees understand expectations and required next steps.
• Proactively follow up with new hires after orientation and initial shifts to ensure a successful transition.
• Help employees navigate client systems, scheduling platforms, timekeeping tools, and VitalHire processes.
• Identify employee concerns, recurring questions, or operational barriers and work to resolve them quickly.
• Escalate complex HR, payroll, compliance, or client issues appropriately while maintaining ownership through resolution.
• Support employee engagement and retention by creating a responsive, organized, and high-touch employee experience.
• Identify employees who are not actively picking up shifts and proactively engage them to understand barriers and improve utilization.
• Gather employee feedback and recommend improvements to onboarding, communication, scheduling, and overall employee experience.

Scheduling & Workforce Operations

• Schedule orientations, preceptor shifts, and regular shifts across multiple healthcare facilities.
• Confirm employees successfully transition from onboarding into active scheduling.
• Ensure employees are actively picking up available shifts.
• Manage schedule changes, absences, call-outs, cancellations, and staffing-related issues.
• Communicate proactively with employees and facilities to resolve scheduling challenges quickly.
• Maintain accurate scheduling records and follow up on open staffing needs.

Timekeeping & Payroll Support

• Review employee time and attendance records.
• Prepare accurate weekly time reports for payroll.
• Follow up on missing timesheets, punches, or documentation.
• Identify and resolve discrepancies before payroll deadlines.

Who We're Looking For

The ideal candidate has experience in healthcare staffing, healthcare HR, credentialing, compliance, onboarding, scheduling, employee support, clinical education coordination, or workforce operations and understands that both details and relationships matter.

You should be:

• Highly organized and exceptionally detail-oriented.
• Comfortable reviewing healthcare credentialing and immunization documentation.
• Comfortable managing healthcare education modules, certifications, and compliance deadlines.
• Confident working with HR records and sensitive employee information.
• Comfortable learning and working across multiple software platforms and client portals.
• Comfortable hosting employees onsite and managing orientation sessions.
• A strong communicator who genuinely enjoys answering questions and helping employees find solutions.
• An assertive and proactive communicator who is comfortable asking questions and following up.
• Able to prioritize multiple employees, facilities, deadlines, and competing demands.
• Comfortable making recommendations and escalating issues before they become problems.
• Resourceful and capable of independently researching and resolving routine challenges.
• Dependable, responsive, approachable, and committed to following issues through to resolution.

The Mindset We're Looking For

We want someone who owns the employee experience and the outcome—not just the task.

If an employee has a question, you help them get the answer.
If a certification is about to expire, you act before it becomes a problem.
If someone is struggling with a module, you help them complete it.
If someone isn't working, you find out why.
If something is missing, you notice it.
If something doesn't make sense, you investigate it.
If someone hasn't responded, you follow up.
If there is a better way to handle something, you make a recommendation.

Take ownership. Follow through. Answer questions. Catch details. Solve problems. Communicate early. Help employees succeed.

Required Technical & Operational Skills

Candidates should be able to demonstrate hands-on proficiency in the following areas:

• Problem Resolution: Able to provide specific examples of identifying an operational or technical problem, investigating the cause, determining a solution, and following the issue through to resolution without simply passing it to someone else.
• Google Workspace / Google Suite: Strong working knowledge of Gmail, Google Calendar, Google Drive, Docs, and Sheets, including:
• Creating and managing calendar invitations, shared calendars, recurring events, and automated appointment/booking schedules.
• Managing Gmail efficiently using search, labels, filters, folders, attachments, forwarding, and organized email follow-up.
• Organizing Google Drive folders and files, maintaining logical document structures, sharing documents, and managing appropriate access permissions.
• Collaborating in Google Docs using comments, @mentions, suggested edits, document sharing, and version history.
• Working comfortably in Google Sheets, including sorting, filtering, filter views, freezing rows/columns, basic formulas, data validation, and maintaining operational trackers.
• Collaborating with multiple team members in shared documents without overwriting or losing information.
• Apple/iMac Proficiency: Comfortable working daily on iMac computers and laptops connected to docking stations, including setting up monitors, keyboards, mice, webcams, headsets, printers/scanners, and other peripherals.
• Technical Setup & Troubleshooting: Able to prepare computers for employee orientations and healthcare training modules, including:
• Connecting hardware and peripherals.
• Managing browser access and multiple web-based platforms.
• Troubleshooting login, password, audio, video, browser, connectivity, and basic hardware issues.
• Helping employees navigate unfamiliar online training and certification systems.
• Setting up multiple workstations in advance of onsite orientation or module-completion sessions.
• Healthcare Module Administration: Experience or demonstrated ability to distribute, monitor, and document completion of online healthcare education, competency modules, and certifications, including programs such as NIHSS.
• Scanning & Document Management: Highly proficient in scanning, naming, organizing, uploading, downloading, and securely storing employee and credentialing documents. Must be comfortable working with high volumes of documentation while maintaining accuracy.
• Adobe Acrobat / PDF Management: Proficient with Adobe Acrobat, including:
• Creating and completing fillable PDFs.
• Combining and separating PDF files.
• Reordering, rotating, extracting, and deleting pages.
• Compressing files for portal uploads.
• Converting documents to PDF.
• Adding signatures, text, and annotations.
• Preparing scanned documentation for submission to client credentialing systems.
• Client Portals & Web-Based Systems: Comfortable learning and working simultaneously across multiple client applications, credentialing portals, scheduling systems, learning-management systems, and HR platforms.
• Data Entry & Quality Control: High degree of accuracy when entering employee, credentialing, scheduling, and payroll information. Able to cross-check information between systems and identify missing, inconsistent, or incorrect data before it creates a downstream problem.
• Digital File Organization: Able to maintain consistent naming conventions, folder structures, trackers, and documentation standards so another team member can easily locate and understand the status of an employee or task.

What We Will Expect You to Demonstrate

This position requires more than stating that you are “good with computers” or “proficient in Google.”

Successful candidates should be prepared to demonstrate how they would:

• Organize and track multiple employees with different onboarding deadlines.
• Find and resolve a missing or conflicting document.
• Set up an automated scheduling or appointment process in Google Calendar.
• Filter and organize a Google Sheet to identify employees requiring follow-up.
• Collaborate with another team member using comments and @mentions in Google Docs or Sheets.
• Organize a shared Google Drive so employee documents can be located quickly.
• Set up an iMac workstation for an employee completing required healthcare modules.
• Troubleshoot a candidate who cannot access or complete an online module.
• Scan, clean up, combine, rename, and upload credentialing documents using Adobe Acrobat.
• Explain a real example of a problem they independently investigated and successfully resolved.

Compensation & Benefits

Salary: $45,000–$55,000 annually, based on experience

In addition to base compensation, this position is eligible for a results-based performance bonus of up to 15% of annual salary, tied to measurable individual, operational, employee-success, and company performance.

Benefits include:

• Health Reimbursement/Allowance Arrangement
• Paid time off - 0-2 years/100 hours; 2-4 years/120 hours; 4-5 years/160 hours; 5+years/200 hours
• 10 paid holidays
• 401(k)
• Professional development opportunities
• Company-provided technology and equipment
• Hybrid, flexible work options 1-2 days a week considered after 6 months and based on performance & company needs

Candidates with direct healthcare staffing, credentialing, compliance, or workforce operations experience may qualify toward the higher end of the salary range.