Talent Wellbeing Coordinator | Human Resources | South Portland, ME

SUMMARY:

The Talent Wellbeing Coordinator provides comprehensive administrative and operational support to the Human Resources department, with a focus on supporting the Talent Wellbeing Team. This role serves as an initial point of contact for the department, responding to internal and external inquiries and providing timely, accurate information related to general HR and benefits matters. The Talent Wellbeing Coordinator demonstrates strong interpersonal, customer service, and communication skills, maintains a high level of professionalism and confidentiality, and effectively supports colleagues at all levels of the organization.

CORE RESPONSIBILITIES:

• Serves as the welcoming face of the Human Resources department, creating a positive, professional, and supportive first impression for candidates, new colleagues, current colleagues, leaders, vendors, and visitors.
• Guides new colleagues through the pre-employment process, providing timely communication, support, and follow-through to help ensure a smooth and welcoming transition to InterMed.
• Organizes, prepares, coordinates, and facilitates all aspects of New Employee Orientation, supporting new colleagues in having a successful and engaging onboarding experience.
• Provides ongoing support to colleagues throughout their employment experience by responding to HR, benefits, wellbeing, and general colleague inquiries with accuracy, professionalism, confidentiality, and care.
• Supports the Talent Wellbeing Team with health and welfare benefit inquiries and administrative processes, including benefit enrollments, benefit termination letters, report preparation, open enrollment processing, and related colleague communications.
• Cross-trains and provides support for leave management programs and Workers’ Compensation processing.
• Supports colleague wellbeing through coordination of wellness initiatives, wellbeing programs, and related colleague resources.
• Coordinates the Ergonomics Program schedule for colleagues and supports follow-up as needed.
• Assists with the administration of colleague engagement platforms and programs.
• Manages and monitors shared Human Resources email inboxes, ensuring timely responses, appropriate follow-up, and escalation of inquiries when needed.
• Coordinates and assists with annual compliance activities, including ACA reporting, Department of Labor reporting, OSHA 300 logs, labor law posters, and related documentation.
• Manages the tuition reimbursement program and colleague discount programs.
• Completes employment verifications in accordance with established procedures and confidentiality requirements.
• Processes invoices for Human Resources services and supports related administrative tracking.
• Issues parking decals and ID badges to new and current colleagues and orders supplies as needed.
• Prepares documents, spreadsheets, presentations, correspondence, and reports to support Human Resources operations and programs.
• Maintains employee files and records, provides file copies upon request, and performs clerical functions such as photocopying, scanning, faxing, and filing.
• Assists with coordination of annual events, colleague programs, and department initiatives.
• Coordinates bereavement leaves and orders flowers for staff as appropriate.
• Maintains strict confidentiality in alignment with HIPAA guidelines, InterMed policies, and Human Resources standards.
• Performs other duties to support the mission, vision, and values of InterMed.