Human Resources Coordinator

Position Summary The Human Resources Coor Human Resources Coordinator Position Summary The Human Resources Coordinator supports the effective delivery of Human Resources services across the full employee lifecycle, ensuring that recruitment, onboarding, employment administration, payroll coordination, insurance management, and compliance processes are carried out efficiently and in accordance with Swiss legal and regulatory requirements. The role serves as a key point of contact for employees, families, internal departments, external authorities, and service providers, supporting a positive employee experience while maintaining accurate records, documentation, and administrative processes. The position plays an important role in facilitating work permits, employment compliance, payroll administration, and employee support services within an international boarding school environment. In addition, the Human Resources Coordinator coordinates staff, student, and institutional insurance matters, including policy administration, claims coordination, financial monitoring, and liaison with healthcare providers and insurance partners. Working closely with HR, Finance, the Health Centre, and external stakeholders, the role contributes to the efficient operation of HR services, risk management processes, and regulatory compliance across the school. Reports To Head of HR and Organizational Culture Works closely with: HR, Finance Director (FD), Leadership Team (LT), Accounting, Health Centre, Insurance Providers, External Authorities, Swiss Cantonal Offices. Key Responsibilities 1. HR Administration & Employee Lifecycle Management Recruitment & Onboarding Coordinate recruitment postings (ORP, JobUp, etc.) and support the recruitment process in collaboration with department heads. Collect all required documents for work permit applications (EU and non-EU). Prepare employment contracts and agreements. Register new hires with AVS, second pillar, family allowances, and other authorities. Enter and maintain employee data in ProConcept Inside and other HR systems. Coordinate pre-arrival support for international hires, including family documentation and teaching authorization processes. Support New Faculty Orientation and provide guidance on Swiss insurance. Post-Arrival Administration Finalize onboarding documentation and signatures. Arrange biometric appointments and commune registration when required. Update salary databases and ensure accurate salary inputs each month. 2. Work Permits & Legal Compliance Prepare and submit work permit applications for new hires and family members. Complete permit renewals in a timely manner to ensure all staff and related family members maintain valid authorization. Coordinate teaching authorization requests in accordance with DGEO procedures. Maintain strong relationships with cantonal and communal authorities. 3. Payroll Coordination Process and verify monthly salaries in ProConcept Inside, including payroll adjustments, allowances, substitutions, tutoring payments, and statutory deductions. Prepare monthly and yearly payroll reporting documents as well as all required reports for the Accounting Department. 4. Insurance Administration Coordinate staff, student, and institutional insurance matters, including policy administration, claims processing, financial monitoring, and follow-up activities. Liaise with insurance providers, healthcare partners, employees, students, parents, and internal departments regarding coverage, claims, reimbursements, and related documentation. Review and verify insurance premium statements, invoices, reimbursements, and related financial documentation to ensure accuracy and timely processing. Monitor and follow up on insurance claims, indemnity payments, loss-of-income payments, medical invoices, and outstanding cases to support timely resolution. Coordinate institutional insurance matters, including liability, property, vehicle, and other school-related claims, maintaining appropriate documentation and records. Coordinate with Accounting and external partners regarding insurance-related payments, reporting requirements, and supporting documentation. Support communication, reporting, and continuous improvement of insurance-related processes and services. 5. New Staff Guidance & Support Present Swiss insurance systems during Orientations. Assist employees with mandatory health insurance registration and follow-up documentation, liaising with AAS as needed. 6. Other Duties Coordinate documentation, reporting, and administrative requirements related to DGEJ authorizations, inspections, and regulatory compliance. Provide administrative, compliance, insurance, reporting, and operational support across Human Resources and related school functions, as reasonably required by the school. Qualifications & Competencies Experience in Human Resources administration, payroll coordination, insurance administration, or operational compliance. Knowledge of Swiss employment practices, social insurance systems (AVS, LPP, APG, LAA), and work permit procedures, or willingness to develop expertise in these areas. Strong organizational, administrative, analytical, and problem-solving skills with a high level of accuracy and attention to detail. Ability to manage sensitive information with discretion, professionalism, and confidentiality. Strong communication and interpersonal skills, with the ability to collaborate effectively across departments and with external authorities, providers, and partners. Proficiency in HR information systems, payroll systems, spreadsheets, reporting tools, and digital record management. Ability to manage multiple priorities, meet deadlines, and work effectively in a dynamic international school environment. Fluent in French and English; additional languages are an asset. Key Attributes Professionalism, discretion, and a strong commitment to confidentiality. Service-oriented mindset with the ability to build positive relationships with employees, families, colleagues, and external partners. Strong attention to detail and accuracy when managing employee records, payroll, permits, insurance matters, and compliance processes. Ability to prioritize effectively, manage multiple deadlines, and remain organized in a dynamic environment. Collaborative approach with the ability to work effectively across departments and levels of the organization. Sound judgment, initiative, and problem-solving skills when handling sensitive or complex matters. Adaptability, flexibility, and willingness to support a broad range of HR and administrative functions. Commitment to continuous improvement, compliance, and high standards of service. jpid733fdacjt jpit0623jt jpiy26jt