Information Specialist & People Operations Coordinator

VNA of the Treasure Coast•Vero Beach, FL

12d•Onsite

About The Position

The Information Specialist & People Operations Assistant serves as the first point of contact for associates, candidates, visitors, volunteers, vendors, and callers while providing administrative support to the People & Culture department. This role creates positive first impressions, supports a welcoming and professional workplace environment, facilitates key onboarding activities, and assists with workforce administration, compliance support, learning management administration, and personnel record maintenance. The position balances exceptional customer service with administrative responsibilities and plays an important role in supporting operational excellence throughout the associate lifecycle. Because the role supports both front-desk operations and People & Culture administration, the ability to manage competing priorities, maintain confidentiality, exercise sound judgment, and provide outstanding customer service is essential.

Requirements

High School Diploma or GED
Minimum two (2) years of customer service, administrative support, reception, office coordination, or related experience
Experience handling confidential information
Proficiency with Microsoft Office applications and business software systems
This position requires screening through the Care Provider Background Screening Clearinghouse.

Nice To Haves

Associate degree
Human Resources administrative experience
Healthcare, home health, hospice, nonprofit, or related industry experience
Experience with HRIS systems, learning management systems, or workforce administration

Responsibilities

Serves as VNATC's primary reception and information resource by providing professional telephone coverage, greeting visitors, supporting associates, directing inquiries, and ensuring timely communication throughout the organization.
Maintains an organized and welcoming environment while supporting mail processing, postage administration, document distribution, and other operational activities that contribute to efficient daily operations.
Provides professional telephone coverage and call routing
Greeting and assisting visitors, candidates, associates, vendors, and community partners
Coordinating incoming and outgoing mail and deliveries
Managing certified mail, overnight shipments, and postage meter administration
Supporting communication between departments and operational teams
Maintaining front desk operations and office organization
Supports a positive and organized onboarding experience by coordinating Day 1 orientation logistics and assisting new associates as they begin employment with VNATC.
Facilitating Day 1 New Hire Orientation logistics
Preparing orientation materials and attendance records
Coordinating associate photographs and identification badges
Distributing uniforms and maintaining issuance documentation
Supporting onboarding documentation and workforce record maintenance
Serving as a resource for routine associate inquiries
Provides administrative support for personnel file management and workforce record maintenance by organizing electronic associate records, processing documentation, maintaining file integrity, and supporting document retention requirements.
Creating and maintaining electronic personnel files
Uploading, indexing, and organizing associate documentation
Processing employment verification requests
Preparing workforce status correspondence, including inactive associate notifications
Supporting workforce record maintenance and documentation accuracy
Assisting with job description formatting, version control, and document management
Supports organizational compliance efforts by assisting with personnel file reviews, credential tracking, workforce documentation audits, and regulatory readiness activities.
Assisting with quarterly personnel file reviews and audit preparation
Generating reports related to licensure, certifications, training, driver's licenses, and automobile insurance requirements
Sending renewal reminders and compliance notifications to associates and managers
Identifying missing documentation and escalating deficiencies through established processes
Supporting workforce compliance reporting and audit readiness activities
Provides administrative support for the Relias Learning Management System and workforce education initiatives.
Maintaining user records within Relias
Generating compliance and training completion reports
Distributing manager training reports
Sending training reminders and overdue notifications
Supporting onboarding, annual education, and regulatory training initiatives
Assisting leaders with routine training compliance inquiries
Provides administrative assistance for People & Culture projects, workforce reporting, document preparation, and departmental initiatives.
Preparing workforce and compliance reports
Supporting departmental projects and process improvement efforts
Assisting with document preparation and record management
Maintaining accurate administrative records and tracking logs
Supporting the overall effectiveness of People & Culture operations
Consistently demonstrates professionalism, responsiveness, courtesy, and respect in all interactions.
Serves as a positive representative of VNATC and contributes to an environment where associates, candidates, patients, visitors, volunteers, and community partners feel welcomed, valued, and supported.
Maintains confidentiality, exercises sound judgment, and supports VNATC's mission, vision, values, and culture commitments in daily interactions.