Information Specialist & People Operations Coordinator

Information Specialist/ People Operations Coordinator (Full Time, 32 hrs/ Sat - Tues)

VNA, 958 20th Place, Vero Beach, Florida, United States of America

Job Summary:

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Other duties may be assigned as needed.

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.

Responsibilities include:

• Providing 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
• Phone coverage and visitor support remain the primary responsibilities of this position.

Supports a positive and organized onboarding experience by coordinating Day 1 orientation logistics and assisting new associates as they begin employment with VNATC.

Responsibilities include:

• 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.

Responsibilities include:

• 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.

Responsibilities include:

• 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

This role provides administrative support to compliance programs but does not maintain ownership of compliance outcomes.

Provides administrative support for the Relias Learning Management System and workforce education initiatives.

Responsibilities include:

• 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.

Responsibilities include:

• Preparing workforce and compliance reports
• Supporting departmental projects and process improvement efforts
• Assisting with document…