Description

Position SummaryThe Human Resources Coordinator supports the effective delivery of Human Resources services across the full employee lifecycle, ensuring recruitment, onboarding, employment payroll 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 records, and processes. The position plays an important role in work permits, employment compliance, payroll and employee support services within an boarding school. In addition, the Human Resources Coordinator manages staff, student, and institutional insurance including policy claims, 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 delivery of HR services, risk management processes, and compliance across the school.Reports ToHead of HR and CultureWorks closely with:HR, Finance Director, Leadership Team, Accounting, Health Centre, Insurance Providers, External Authorities, Swiss Cantonal Authorities.Responsibilities1. HR & Employee Lifecycle Management- Manage recruitment postings 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 social insurances and maintain employee records in HR systems.- Provide pre-arrival support for new hires, including family and teaching staff processes.- Support New Faculty and provide guidance on Swiss onboarding and biometric appointments and commune registration.- Process 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 family members maintain valid status.- Process teaching requests in accordance with procedures.- Maintain strong relationships with cantonal and communal authorities.3. Payroll- Prepare and verify monthly salaries in HR systems, including payroll adjustments, allowances, substitutions, tutoring payments, and deductions.- Prepare monthly and yearly payroll reporting documents as well as all required reports for the Accounting department.4. Insurance- Manage staff, student, and institutional insurance including policy claims processing, financial monitoring, and follow-up with insurance providers, healthcare partners, employees, students, parents, and internal departments regarding coverage, claims, reimbursements, and renewals.- Review and verify insurance premium invoices, reimbursements, and financial statements 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.- Manage institutional insurance including liability, property, vehicle, and other claims, maintaining communication with Accounting and external partners regarding payments, reporting requirements, and supporting documentation.- Manage reporting, and continuous improvement of processes and systems.5. New Staff Guidance & Support- Present Swiss insurance systems to new staff, including health insurance and follow-up liaising with authorities as needed.- Other reporting, and compliance requirements to inspections, and regulatory compliance.- Provide compliance, insurance, reporting, and administrative support across Human Resources and school functions, as reasonably required by the school.Skills & Competencies- Experience in Human Resources, payroll, insurance or 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 analytical, and problem-solving skills with a high level of accuracy and attention to detail.- Ability to manage sensitive information with discretion, professionalism, and integrity.- Strong communication and interpersonal skills, with the ability to effectively collaborate across departments and with external authorities, providers, and partners.- Proficiency in HR systems, payroll systems, spreadsheets, reporting tools, and digital record management.- Ability to manage multiple priorities, meet deadlines, and work effectively in a dynamic school environment.- Fluency in French and English; additional languages are an asset.- High level of discretion, and a strong commitment to confidentiality.- Service-oriented mindset with the ability to build positive relationships with employees, families, colleagues, and external partners.- Attention to detail and accuracy when managing employee records, payroll, permits, insurance and compliance processes.- Ability to prioritize effectively, manage multiple deadlines, and remain organized in a dynamic environment.- Proactive approach with the ability to work effectively across departments and levels of the organization.- Sound judgment, and problem-solving skills when handling sensitive or complex situations.- Adaptability, flexibility, and willingness to support a broad range of HR and administrative functions.- Commitment to continuous improvement, compliance, and high standards of service. jid733fdacaen jit0625aen jpiy26aen