HR/ Office Coordinator

You + Helix

Helix is a place where innovators and doers gather in order to drive significant progress in population genomics. We have come together to work at the intersection of clinical care, research, and genomics.  

If you’re excited by the idea of making a meaningful impact and joining a team where we pride ourselves on driving innovation through fostering an environment with an emphasis on empowering one another to grow, Helix might be the place for you!

Helix + The World

Our end-to-end population genomics platform enables health systems, life sciences companies, and payers to advance genomic research and accelerate the integration of genomic data into routine clinical care. We support all aspects of population genomics from recruitment to translational research and help our partners use genomics to improve health outcomes, increase patient engagement, and lower costs. Leading health systems, including Renown Health, AdventHealth, and Mayo Clinic, use our population genomics platform to power some of the world’s largest and fastest-growing population genomics initiatives.

For the COVID-19 public health crisis, Helix has built one of the nation’s largest COVID diagnostic labs and has been on the leading edge of national viral surveillance efforts tracking B.1.1.7 and other viral strains.    

What is special about this role?

The HR/ Office Coordinator plays a crucial role in supporting the People team and the San Mateo Corporate office. This role involves managing various aspects of the employee lifecycle, from onboarding and offboarding to providing general HR support and maintaining accurate HRIS records, as well as leading or contributing to program launches and other special projects.  The role also ensures the day-to-day office operations are supported, including mail distribution, office supplies and snacks, and building access.

As an HR/ Office Coordinator, you will:

Employee Onboarding and Offboarding

• Coordinate and facilitate the onboarding process for new hires, ensuring a smooth transition into the organization.
• Ensures new hires complete required paperwork, documentation, and training.
• Coordinate off boarding activities, includes scheduling exit interviews and provides off boarding paperwork.
• Coordinates immigration processes and acts as the liaison with an external legal firm for new hires and employee lifecycle changes in immigration status.

Employee Data Management

• Maintain accurate and up-to-date employee data in the HRIS systems (US and international), ensuring data integrity and confidentiality.
• Process employee lifecycle events, including new hires, transfers, promotions, and separations.
• Prepare and distribute HR-related documents, such as employment contracts, offer letters, and employee communications. Completes employment verifications upon request.
• Conduct regular audits of employee data to identify and resolve discrepancies.
• Troubleshoots basic technical issues for various HR systems such as ADP or Culture Amp.  Escalate and ensure resolution of more complex issues.

HR Policies and Compliance

• Ensure compliance with data privacy regulations and company policies when handling sensitive HR data.
• Assist in maintaining and updating HR policies, procedures, and employee handbook.
• Ensure compliance with applicable employment laws and regulations, including conducting OIG checks.
• Provide guidance and support to employees and managers on HR policies and procedures.
• Active member of the Safety Committee, representing our San Mateo office location.

HR Reporting and Analytics

• Contribute to the development and enhancement of HR reporting processes and systems to improve data collection, analysis, and reporting efficiency.
• Develop and generate standard and customized HR reports and dashboards, conduct basic analysis to support HR strategies and decision making.
• Collaborate with HR and other teams to understand reporting needs.

People Programs Support

• Maintains shared HR Google drive and Confluence pages.
• Supports L&D and IDEA programming with scheduling, enrollments, and communications.
• Participate in the evaluation and enhancement of HR processes to streamline operations and improve efficiency.

Office Coordination and Support

• Owns office operations to ensure the office is well-organized, including sorting and distributing mail, ordering snacks and office supplies, and coordinating lunch orders.
• Acts as the point of contact for building management and provides access to the office space to employees and vendors when needed.
• Supports the coordination of San Mateo office based activities when required (e.g. team off-sites, company picnic).

About you:

• Bachelor's degree in Human Resources, Business Administration, or a related field (or equivalent experience).
• 2+ years of experience in HR operations, HR administration, or a related role.
• Proficiency in HRIS systems and Google applications.
• Excellent attention to detail and strong organizational skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong communication and interpersonal skills, with the ability to build relationships with employees at all levels.
• Strong teamwork and customer service orientation to resolve issues quickly and accurately.
• Solid understanding of HR processes and practices, with knowledge of employment laws and regulations.

Physical/Mental Demands: This role requires prolonged periods of sitting while being able to view and read text on computer screens less than a few feet away. May periodically require lifting up to 10 pounds and occasional walking or standing. May require repetitive motions that may include the wrists, hands, or fingers. May require meetings in person or via video conference (on or off-camera). Requires work in a typical office setting or may be eligible for remote work. Role also requires the ability to reason logically and make sound decisions; ability to understand, remember, and follow verbal and written instructions; and ability to perform in situations requiring deadlines. Ability to work as an integral part of a team.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. For more information or to make an accommodation request reach out to HR@helix.com. 

Expected Interview Process:

1) Recruiter Screen 2) Manager Screen/Tech Screen 3) Onsite  4) Offer 

Expected Pay For This Role:

There are 3 distinct parts to your Helix offer: 1) Base Salary  2) Annual Bonus 3) Equity 

Expected Helix Base: $60,000- $78,750

Expected Helix Discretionary Annual Bonus: 5% of your annual salary

Equity: We offer generous equity at Helix. If you receive a Helix offer your recruiter will book dedicated time with you to educate you on our equity model.

The salary range above is our reasonable estimate of the base compensation for this role across US locations. Actual starting pay will be based on non-discriminatory job-related factors, including exact work location, experience, relevant training and education, and skill level. Your recruiter can share more about your specific work location salary range during the hiring process. 

What To Expect During Your Onboarding Week:

We want to make sure your first week is spent learning the foundations. You will be invited to live orientation sessions and spend time with your hiring manager developing your individual roadmap to success. This experience will include sessions that cover your benefits, security & privacy training, an introduction to the OKR framework used at Helix and our communication tools and norms. 

What To Expect During Your First 90 days:

First 30 days:  you’ll spend time learning the Helix way, completing training and onboarding for your roles, and getting introduced to your team and relevant stakeholders. You’ll also gain a deeper understanding of our customers, our products, the impact we make in the lives of our communities, and how to thrive at Helix through participation in Helix U.  

Day 30 - 60: you’ll spend time contributing to projects, deeply familiarizing yourself with team and company processes, and developing a deeper understanding of Helix’s products, services and capabilities.

Day 60 - 90: you’ll build your OKRs with your manager, start to take ownership of projects and initiatives on your team, and begin to demonstrate your impact on the Helix mission. 

What Helix Has to Offer you

Aside from working alongside brilliant, dedicated, passionate, down-to-earth, curious, warm, and thoughtful people, we also provide great benefits:

• Competitive compensation, including meaningful equity
• Health insurance, including medical, dental, and vision
• 12 weeks of Maternity or Paternity leave
• 4 weeks of paid Pregnancy Disability
• 401(k) with employer matching
• On-premise nursing room
• Commuter benefits
• Catered meals
• Flexible PTO

Helix is proud to be an equal opportunity employer, and committed to providing employment opportunities regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, pregnancy, childbirth and breastfeeding, age, sexual orientation, military or veteran status, or any other protected classification, in accordance with applicable federal, state, and local laws.