HR Coordinator

Position Summary:

Job Title: HR Coordinator

Location: Jersey City (NJ), New York City (NY) Preferred, La Jolla (CA)

Reports to: Executive Director, People and Culture

Looking to build broad HR experience and make an impact? Our new HR Coordinator will work across HR operations, benefits, payroll, talent acquisition, HR systems, and colleague support, providing an opportunity to learn and contribute across the full employee lifecycle. The HR Coordinator provides administrative and coordination support for core Human Resources activities, including HR operations, payroll and benefits administration, leave processes, employment records and HRIS data, compliance tracking, talent acquisition coordination, vendor administration, and colleague support.

Help IAVI translate science into global health solutions - learn more and apply below!

Key Responsibilities:

HR Administration and Operations

• Support day-to-day HR payroll activities, benefits administration, leave processes, employment verifications, immigration documentation, compliance tracking, and other HR administrative activities for U.S.-based colleagues, coordinating with HR colleagues, legal partners, and vendors as needed.
• Maintain accurate employment records, HR files, and HRIS data in accordance with IAVI policies, data privacy expectations, and applicable requirements.
• Prepare HR documentation, correspondence, forms, reports, and other materials, ensuring information is complete, accurate, and appropriately maintained.
• Support HR compliance activities, including tracking required documentation, notices, policy acknowledgments, mandatory training, and other requirements.

Talent Acquisition

• Support coordination of candidate screening activities for the Talent Acquisition team, including scheduling, candidate communications, interview coordination, and related administrative follow-up.

HR Vendor & Financial Administration

• Support HR vendor management activities, including coordination, invoice tracking, documentation, renewals, and follow-up with internal and external partners.
• Support HR expense and invoice administration, including documentation, routing, and tracking as required.

People Leadership Administrative Support

• Provide administrative support to HR leadership as required, including scheduling, meeting coordination, document preparation, follow-up tracking, and other operational support needs.

Education and Work Experience:

• Bachelor’s degree in Human Resources, Business Administration, or a related field is preferred; equivalent work experience may be considered where appropriate.
• Typically requires a minimum of 1 year of related HR experience with a bachelor’s degree.
• Experience supporting HR operations, HR systems, recruiting coordination, benefits administration, or related administrative processes preferred.

Qualifications and Skills:

• Basic knowledge of HR administrative processes and an interest in developing broader HR knowledge and capabilities.
• Strong attention to detail, organization, and follow-through, with the ability to manage multiple tasks and deadlines.
• Ability to follow established processes and appropriately escalate questions or issues requiring additional guidance.
• Strong interpersonal and communication skills and a responsive, service-oriented approach to supporting colleagues.
• Sound judgment and discretion when handling confidential and sensitive information.
• Proficiency with Microsoft Office and comfort learning HR systems, digital tools, and AI-enabled productivity tools.
• Ability to work effectively with colleagues, vendors, and other internal and external partners.
• Mission-oriented, collaborative, and committed to IAVI’s goals and values.

Organizational Overview:

IAVI is a nonprofit scientific research organization dedicated to addressing urgent, unmet global health challenges including HIV and tuberculosis. Our mission is to translate scientific discoveries into affordable, globally accessible public health solutions. Through scientific and clinical research in Africa, India, Europe, and the U.S., IAVI is pioneering the development of biomedical innovations designed for broad global access. We develop vaccines and antibodies in and for the developing world and seek to accelerate their introduction in low-income countries. IAVI programs and partnerships are grounded in the regions of the world where the disease burden is the greatest, and our approach emphasizes sustainability. Our network of clinical research center partners in Africa and India helps strengthen in-country research capacity and supports the training and education of the next generation of scientists. The global impact of our science includes fundamental contributions to understanding the biology of HIV infection, which IAVI and others are applying toward advancing vaccine science and immunology. IAVI accelerates scientific discovery and development by fostering unique collaborations among academia, industry, local communities, governments, and funders to explore new and better ways to address public health threats that disproportionately affect people living in poverty. Our global reach, including a clinical research network in five countries in sub-Saharan Africa and in India, has allowed us to make fundamental contributions to understanding the epidemiology, transmission, virology, and immunology of HIV. This work played a key role in facilitating the design of promising HIV vaccine candidates, as well as the discovery of broadly neutralizing antibodies that are now being advanced as promising approaches for HIV prevention. Our integrated capabilities in vaccine and antibody discovery, development, and clinical research take advantage of bio-pharmaceutical industry expertise to accelerate the development and testing of prevention methods for HIV and other diseases. Through the Product Development Center, we support external researchers with technical and scientific expertise to accelerate the development of their own products.

IAVI CORE VALUES:

• Commitment: We deliver on our mission, proactively transforming promises into tangible results
• Stewardship: We steward IAVI's resources responsibly to ensure IAVI's long-term success and global health impact
• Integrity: We uphold strong moral principles to maintain our credibility as a nonprofit scientific research organization
• Collaboration: We work as one IAVI team and partner with others to deliver globally accessible, urgently needed, public health solutions

Disclaimer: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship. IAVI is an equal opportunity employer and applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

IAVI is an equal opportunity employer. It is IAVI’s policy to provide equal opportunity without regard to race, citizenship, color, sex, gender identity or expression, age, height, weight, disability (including physical and mental conditions unrelated to job performance), religion, creed, caste, home language, ancestry, national origin, pregnancy, marital or partnership status, sexual orientation, status as a protected veteran, ethnicity, genetic information, predisposing genetic characteristic, status as a victim of domestic violence, stalking and sex offenses, HIV status, or any other status protected by applicable federal, state, or local laws.

We recognize that a variety of backgrounds and perspectives enriches our work and strengthens our ability to achieve our mission. IAVI is committed to recruiting, developing, and retaining individuals through a merit-based approach. At IAVI, we celebrate the spectrum of colleagues’ experiences and believe that dedication to our mission above all is essential to our success as a scientific non-profit organization focused on global health.

IAVI has zero tolerance for discrimination or harassment on the basis of race, color, ethnicity, caste, national origin, home language, ancestry, religion, marital or civil partnership status, age, physical or mental disability, HIV status and any other medical condition, genetic information, pregnancy, sexual orientation, gender identity or expression, and veteran status, in addition to any other status protected under the law in any of our locations worldwide.

Compensation and Benefits Information for US-Based Candidates:

The is a non-exempt position with an hourly salary range of $25-30/hour. Eligible overtime hours will be compensated in accordance with applicable law. Please note, there may be some variation based on experience level. In addition, this position offers competitive benefits such as annual bonus, a generous retirement savings plan, three health insurance plans to choose from, and other benefits.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.