Human Resources Administrative Coordinator

Human Resources Administrative Coordinator

SUMMARY OF RESPONSIBILITIES

The Human Resources Administrative Coordinator - Employee Relations & HR Operations is responsible for providing exceptional customer service to faculty, staff, adjunct faculty, student employees, applicants, and campus partners while supporting the University's Mission, Vision, and Values.

This position provides operational and administrative support for all phases of the employee lifecycle, including recruitment, onboarding, employee relations, HR operations, compliance, policy administration, training coordination, records management, and employee engagement. The coordinator assists in maintaining compliant Human Resources practices while ensuring efficient, accurate, and responsive HR services across the University.

ESSENTIAL FUNCTIONS

Recruitment & Employment

• Coordinates and manages full-cycle recruitment processes for faculty, adjunct faculty, and student employees.
• Posts, updates, and monitors employment opportunities through applicable HR systems and external employment platforms.
• Ensures all approved positions are posted within established departmental timelines.
• Assists hiring managers with interview scheduling, candidate communications, and recruitment logistics.
• Reviews employment applications and assists with candidate sourcing initiatives.
• Drafts and processes offer letters and employment documentation.
• Coordinates pre-employment requirements including background checks, employment verification, reference checks, and E-Verify compliance.
• Ensures all job descriptions remain current, accurate, compliant, and that signed job descriptions are maintained within employee personnel files.

Onboarding & Employment Processing

• Coordinates and conducts new employee orientation for faculty, staff, adjunct faculty, and student employees.
• Prepares onboarding packets, personnel files, and required employment documentation.
• Ensures all onboarding documentation is completed accurately and in compliance with federal, state, and institutional requirements.
• Administers and tracks 30-, 60-, and 90-day New Hire Surveys.
• Processes Personnel Change Requests (PCRs) within established departmental timelines.
• Coordinates employee separation processes, including required notifications to Information Technology, Security, Payroll, Benefits, and departmental leadership.
• Conducts exit interviews and assists with the collection, documentation, and redistribution of University property.

Employee Relations & HR Support

• Serves as a primary HR resource by assisting employees and supervisors with questions regarding Human Resources policies, procedures, benefits, leave administration, and employment practices.
• Provides administrative support for employee relations matters, including documentation, follow-up, investigations, workplace concerns, and corrective action processes.
• Assists with performance management initiatives, annual evaluations, and employee development activities.
• Maintains the highest level of confidentiality regarding all personnel records, investigations, and departmental matters.
• Provides professional, responsive customer service while fostering positive employee relations across the University.

HR Operations & Compliance

• Maintains personnel files and employment records in accordance with applicable federal, state, and University record retention requirements.
• Conducts periodic audits of personnel files, I-9 documentation, HRIS records, training records, and compliance documentation.
• Maintains employee records and Human Resources databases ensuring accuracy, completeness, and confidentiality.
• Coordinates Human Resources compliance tracking, reporting, and audit initiatives.
• Assists with the development, documentation, and continuous improvement of HR procedures, workflows, forms, and operational processes.
• Maintains departmental calendars, compliance deadlines, tracking systems, and operational workflows.

Policy Administration & HR Communications

• Assists with the administration, maintenance, and communication of University Human Resources policies and procedures.
• Coordinates policy review schedules and assists with updating HR policies, procedures, forms, and related documentation to ensure compliance and operational effectiveness.
• Maintains current HR policies and documents on University webpages, shared drives, and internal communication platforms.
• Coordinates campus-wide communication of new or revised Human Resources policies, employee notices, observances, and HR-related announcements.
• Tracks employee acknowledgements, policy compliance documentation, and required notifications.
• Assists with developing standardized Human Resources templates, forms, and communication materials.

Training, Performance Management & Employee Engagement

• Administers the University's online learning management system by assigning required training, monitoring completion, generating compliance reports, and following up with employees and supervisors regarding outstanding training requirements.
• Coordinates and tracks the annual employee performance evaluation process, ensuring timely completion, documentation accuracy, and supervisor follow-up.
• Assists with employee development initiatives and leadership training programs.
• Designs, distributes, administers, and compiles annual employee engagement surveys, including participation tracking and reporting for leadership review.
• Assists in coordinating employee recognition, engagement, and organizational development initiatives.

Administrative & Departmental Support

• Provides administrative support for the day-to-day operations of the Human Resources Office.
• Maintains records for authorized drivers, volunteers, contractors, and other external constituents as assigned.
• Assists with departmental purchasing, budgeting support, records management, and office supply inventory.
• Participates in departmental projects, strategic initiatives, continuous process improvement efforts, and Human Resources special projects.
• Provides backup support for other Human Resources functions during peak periods or staff absences.
• Performs other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• High School Diploma required; Bachelor's degree in Human Resources, Business Administration, or related field preferred.
• Minimum of 2 years of experience in recruitment, onboarding, human resources, or administrative operations preferred.
• Experience in higher education human resources preferred.
• Knowledge of employment practices, onboarding procedures, and recruitment processes preferred.
• Exceptional customer service and interpersonal communication skills required.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Intermediate to advanced proficiency in Microsoft Office Suite and HRIS systems required.
• Experience with ADP, Jenzabar, or similar systems preferred
• Strong written communication and professional correspondence skills required.
• Ability to work collaboratively with employees at all organizational levels.