HR Visitor & Onboarding Coordinator I

HR Visitor & Onboarding Coordinator I

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

HR Visitor & Onboarding Coordinator I is a highly customer-focused, front-facing role responsible for supporting onboarding and visitor processing activities, including I-9 completion and reverification, background checks for non-employees, and daily coordination of high-volume walk-in, phone, and mailbox inquiries. This position requires strong attention to detail, accuracy, follow-through, and the ability to pivot quickly in a fast-paced environment where no two days are the same. Training is provided, but success in this role depends on a positive attitude, willingness to learn quickly, and a strong commitment to service and teamwork.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary:

Supports Human Resources front desk operations with direction and guidance from leader. Collaborates with various functional groups across the organization prioritizing customer service and delivering a seamless visitor experience. Provides a prompt and professional approach, this position ensures new hires and program participants meet all requirements as part of the onboarding appointment to include completion of the I-9 process and badge creation. Additionally, they will support employment changes, verification requests, and employment documentation within the HCM. This position will seek guidance by promptly escalating to the initial point of contact.

Position Key Accountabilities:

• Greets individuals as they enter the Human Resources office, ensuring a professional and approachable demeanor that sets a positive tone for their interactions.
• Facilitates and ensures accuracy of I9 completion for new hires by confirming personal details and reviewing social security card or acceptable documentation for Section 1 and verifying identity as stated in the acceptable documentation for Section 2.
• Obtain social security documentation from new hires when available during the onboarding appointment and update new hire checklist to be used for TRS eligibility.
• Create badges for new hires and program participants by using work data and color-coded markings used to identify organizational roles to include badge accessibility request once verifying required milestones.
• Responds to phone inquiries while prioritizing tasks as necessary to ensure timely responses and providing exceptional customer service.
• Receives guidance when responding to HR's general and programmatic email boxes.
• Ensures accurate updates to HCM education panels by obtaining appropriate documentation while capturing the highest level of education from current employees.
• Replies to name change requests for current employees by verifying documentation against the Social Security Administration Office or through in-person presentation of the card by the employee, and accurately updating the information in HCM.
• Acts upon verification requests within employment box by conducting thorough and accurate research of employment for current and past employees, ensuring compliance with organization policies and legal requirements in collaboration with Payroll and Benefits.
• Researches, completes, and verifies Public Service Loan Forgiveness - Employment Certification (PSLF) and Petition for Remission of Tuition - In-state tuition (PFROT) documents, ensuring accurate verification of employment dates. Secures and organizes employment documents from various sources and saves them using defined naming conventions in a central repository for preparation of electronic migration into Documentum.
• Provides job seekers and applicants with guidance on application process to include status updates and triaging as needed.
• Serves as a backup for Summer and Visiting Scholars Programs by utilizing technology and available resources to facilitate criminal background checks, drug tests, and badging process, while accurately tracking and providing communication updates to Academic Affairs.
• Serves as a backup to conduct initial research and analysis directly from the Social Security Administration Office to identify and rectify discrepancies.
• Serves as a backup for resolves E-Verify discrepancies and all Tentative Non-Confirmations in a timely manner.
• Performs other duties as assigned.

Certification/Skills:

None

Excellent customer service Demonstrate effective and timely communication verbally and written Ability to analyze information and determine the best course of action Must be able to work in a fast-paced environment Ability to create strong working relationships utilizing a variety communication method Ability to multitask while researching, collecting, and organizing data for analysis Experience with MS Office

Minimum Education:

High School Diploma or equivalent required

Minimum Experience:

2 year experience in an office or administrative roles required

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This position is a security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. 791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.