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Team Services Coordinator

• 4.6 605 N 4th St, Fairbury, IL 61739 $25 - $35 an hour - Full-time Apply with Indeed Company Overview Fairview Haven is a retirement community in Fairbury, Illinois, dedicated to the care and comfort of older adults. Guided by Christian values and person-centered care, the community serves residents across its campuses and homes. Overview Position Summary The Team Services Coordinator serves as Fairview Haven's senior human resources leader and is responsible for developing and administering team-member programs, policies, and practices that support the organization's Christian mission, strategic priorities, regulatory obligations, and commitment to excellent resident care. The Coordinator leads recruitment, onboarding, employee relations, compensation and benefits administration, performance management, workforce development, engagement, retention, and human resources compliance. The position builds trusted relationships across the organization, promotes consistent and fair practices, protects confidentiality, and balances compassion with accountability. The Coordinator works collaboratively with payroll, finance, department leaders, team members, legal counsel, benefit advisers, and external vendors. Essential Duties and Responsibilities Strategic Human Resources Leadership Develop and implement a Team Services strategy aligned with Fairview Haven's mission, values, strategic plan, and operational needs. Advise the CEO and senior leadership team regarding workforce planning, organizational structure, staffing risks, employee relations, succession planning, and leadership development. Establish consistent human resources policies, procedures, service standards, and internal controls across departments and levels of care. Monitor workforce trends and recommend practical actions related to recruitment, retention, staffing stability, labor cost, engagement, and organizational culture. Prepare workforce reports and recommendations for leadership and the Board of Directors as requested. Recruitment, Selection, and Onboarding Lead recruitment and selection processes, including job descriptions, postings, applicant screening, interviews, reference checks, offers, and pre-employment requirements. Partner with department leaders to identify staffing needs, develop candidate pipelines, and improve time-to-fill and quality-of-hire outcomes. Ensure hiring practices are lawful, consistent, mission-aligned, and appropriately documented. Oversee orientation and onboarding processes that introduce new team members to Fairview Haven's mission, culture, policies, benefits, safety expectations, and job responsibilities. Evaluate recruitment sources and maintain relationships with schools, community partners, professional associations, and workforce-development organizations. Employee Relations and Workplace Culture Serve as a trusted resource to team members and leaders regarding workplace concerns, communication, conflict, conduct, and application of policy. Conduct or coordinate prompt, impartial, and well-documented workplace investigations and recommend appropriate corrective action. Coach leaders in respectful communication, problem-solving, documentation, accountability, and consistent treatment of team members. Promote a culture characterized by dignity, humility, service, truthfulness, cooperation, and responsible stewardship. Identify organizational climate concerns and coordinate appropriate interventions, follow-up, and improvement measures. Performance Management and Corrective Action Administer performance-management processes, including introductory-period reviews, annual evaluations, goal setting, coaching, recognition, and development planning. Guide leaders in preparing clear and measurable performance expectations, improvement plans, disciplinary documentation, and separation recommendations. Review corrective action for consistency, completeness, fairness, and compliance before implementation when practicable. Maintain documentation supporting employment decisions and monitor follow-through on performance-improvement commitments. Support succession planning and leadership development for key roles. Compensation, Benefits, and Leave Administration Support the development and administration of equitable and competitive compensation structures, wage adjustments, job classifications, and pay practices. Oversee employee benefit enrollment, communication, vendor coordination, eligibility administration, and annual open enrollment. Administer or oversee leaves of absence, accommodations, workers' compensation coordination, unemployment claims, and return-to-work processes. Partner with Payroll and Finance to ensure approved personnel changes, deductions, benefit elections, and employment-status changes are communicated accurately and timely. Maintain appropriate separation of duties and review controls involving payroll and employee data. Compliance, Policies, and Records Maintain compliance with applicable federal and Illinois employment laws, wage-and-hour requirements, nondiscrimination obligations, leave requirements, required postings, record-retention rules, and organizational policies. Maintain complete, accurate, secure, and confidential personnel, benefit, medical, training, and employment records with appropriate separation and access controls. Develop, review, communicate, and update the employee handbook and human resources policies. Coordinate required background checks, health screenings, exclusion checks, licensure or certification verification, and other employment requirements applicable to senior living and healthcare operations. Support audits, surveys, investigations, and information requests from authorized government agencies, insurers, auditors, and legal counsel. Training, Development, and Engagement Assess workforce training and leadership-development needs in collaboration with department leaders. Coordinate required employment-related training, including harassment prevention, respectful workplace practices, leadership expectations, documentation, and policy compliance. Develop employee recognition, communication, engagement, and retention initiatives that are consistent with Fairview Haven's mission and culture. Conduct or coordinate stay interviews, exit interviews, engagement surveys, and other feedback processes; analyze themes and recommend improvements. Support career development, cross-training, mentoring, and internal advancement opportunities. HRIS, Data, and Reporting Maintain accurate employee information in approved HRIS, applicant-tracking, benefits, learning, and related systems. Develop and monitor meaningful workforce measures such as turnover, retention, vacancies, time to fill, overtime, agency use, attendance, leave, workers' compensation, and training completion. Protect sensitive employee information through role-based access, secure handling, data-quality controls, and appropriate retention and destruction practices. Prepare recurring and ad hoc reports for leadership while limiting personally identifiable information to legitimate business needs. Evaluate and improve Team Services workflows, forms, technology, and documentation practices. Department and Team Leadership Plan and manage the Team Services department budget, priorities, calendar, vendors, and service responsibilities. Establish responsive service expectations for team-member and leader inquiries. Collaborate closely with Payroll, Finance, Nursing, Operations, Compliance, and other departments. Perform other duties consistent with the position's purpose and organizational needs. Qualifications Experience Two or more years of leadership, supervisory, or department-management experience preferred. Experience in skilled nursing, assisted living, senior living, healthcare, nonprofit, or another highly regulated service environment is strongly preferred. Experience advising senior leaders and handling complex, confidential, and sensitive employee matters is strongly preferred. Knowledge, Skills, and Abilities Broad working knowledge of human resources principles and applicable federal and Illinois employment requirements. Demonstrated ability to exercise sound judgment, maintain confidentiality, investigate concerns impartially, and communicate difficult decisions respectfully. Strong leadership, coaching, conflict-resolution, project-management, policy-writing, and organizational skills. Ability to interpret policies and requirements, recognize risk, and translate them into practical and consistent workplace practices. Strong written and verbal communication skills, including the ability to prepare clear documentation and present information to employees, leaders, and the Board. Proficiency with HRIS, applicant-tracking, benefit, learning, payroll-related, and Microsoft 365 systems, including Excel reporting and analysis. Ability to manage competing priorities, meet deadlines, remain composed during sensitive situations, and maintain dependable follow-through. Commitment to Fairview Haven's Christian mission and to treating residents, families, team members, and applicants with dignity and respect. Physical and Work Requirements Ability to perform prolonged computer and desk work, including frequent keyboarding and review of detailed records. Ability to move throughout the campus and communicate effectively in person, by telephone, and electronically. Ability to occasionally lift or carry files, paper, or office supplies weighing up to 20 pounds. Work is primarily performed in an office and senior living environment and may involve frequent interruptions, emotionally sensitive situations, and occasional adjusted hours. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Performance Expectations Team Services practices are timely, consistent, well-documented, mission-aligned, and compliant with applicable requirements. Leaders receive practical, responsive, and trustworthy guidance on workforce and employee-relations matters. Team-member concerns are handled promptly, respectfully, impartially, and confidentially. Recruitment, onboarding, retention, engagement, and workforce-development processes support stable staffing and excellent resident care. Personnel records, HRIS data, benefit administration, and required reports are accurate, secure, and maintained appropriately. Workforce measures and organizational feedback are used to identify risks and sustain meaningful improvement. Business Office and reception functions are organized, responsive, confidential, adequately covered, and consistent with established financial and service controls. The QAPI program is coordinated consistently, meetings and projects are documented, assigned actions are monitored, and performance-improvement efforts produce measurable and sustainable results. Acknowledgment This position description summarizes the primary duties and qualifications of the role. It is not intended to contain every duty or responsibility that may be assigned. Duties may be modified based on organizational needs, regulatory requirements, system changes, and operational priorities.

Pay:

$25.00 - $35.00 per hour Expected hours: 32.0 - 40.0 per week

Benefits:

401(k) matching 403(b) Dental insurance Employee assistance program Health insurance Health savings account Paid time off Referral program Vision insurance

Work Location:

In person