Human Resources Coordinator

Human Resources CoordinatorLocation: Indianapolis - Downtown Campus Job Type: Full-time Classification: N-5 Salary Range: $18.50 - $21.00/hr. (based on experience) Reports To: Director of Human ResourcesIvy Tech is Indiana's community college and workforce engine, delivering high-quality learning experiences that propel Indiana's communities, measurable economic return, excellence in teaching, and industry-aligned credentials of value, empowering every learner to achieve lifelong success.Our Values:Empathy: We lead with care and connectivity, ensuring we meet our students where they are.Integrity: We act responsibly and ethically in the best interest of our students, employees, partners, institution, and the State.Agility: We move with purpose and adapt to the evolving needs of our students, employers, and the State.Impact: We exist to change lives through quality education. Our work strengthens individuals, families, communities, and the future of Indiana.About the RoleWe are seeking an organized and service-oriented Human Resources Coordinator to support the daily delivery of human resources services for the Indianapolis Campus. In this role, you will provide administrative and operational support across core HR functions, including employment authorization, onboarding, contingent hires, Federal Work-Study, records management, reporting, training coordination, and employee engagement and recognition initiatives.The Human Resources Coordinator serves as a frontline resource for employees while providing day-to-day support to the Human Resources team. This position responds to routine HR inquiries, assists with standard HR processes, prepares and distributes communications, maintains accurate and confidential records, and supports routine compliance activities. The Coordinator works closely with campus and Statewide HR team members to ensure accurate, timely, and consistent HR services are delivered across the campus with professionalism and care.Required Skills and Competencies:Process & Procedure Compliance: Knowledge of and ability to comply with college, campus, state, and federally mandated processes and procedures (e.g., accurately tracking documentation, meeting regulatory timelines, and ensuring personal, departmental, and employee compliance).Administrative & Operational Support: Experience providing day-to-day administrative support for continuity of departmental operations, including tracking tasks, maintaining calendars, preparing documentation, and organizing information.Systems & Data Management: Accuracy in entering, maintaining, reviewing, and extracting data to support of various duties and operational needs.Policy Application & Compliance Support: Ability to apply established policies, procedures, and regulations consistently when responding to routine inquiries and processing transactions and knowing when and how to escalate complex or sensitive matters appropriately.Communication & Customer Service: Proficiency in providing clear, professional verbal and written communication skills when responding to employee inquiries, managing shared mailboxes, and preparing routine communications.Organization & Time Management: Ability to manage multiple priorities, meet deadlines, track compliance-related timelines, and maintain attention to detail in a fast-paced administrative environment.Confidentiality & Professional Judgment: Professional handling of sensitive information with discretion, professionalism, and adherence to both laws and institutional procedures (e.g., FERPA, record retention, and confidentiality requirements).Technical Proficiency: Proficiency in Microsoft Word, Excel, and PowerPoint, with the ability and willingness to learn and effectively use additional systems, reporting tools, and platforms.Teamwork & Collaboration: Capacity to work effectively as part of a team and collaborate with colleagues to ensure consistent and compliant service delivery.Preferred Additional Skills:Two years of experience in a human resources coordinator or similar administrative roleExperience supporting employee engagement, recognition, or internal communicationsExperience coordinating meetings, training sessions, or eventsWorking knowledge of Workday or a comparable Human Resources Information System (HRIS)Key Responsibilities:Provide day-to-day administrative support for Human Resources & Administration operations, including tracking tasks, maintaining calendars, preparing documentation, organizing employee employment records, coordinating logistics for various HR & Administration departmental meetings/session (e.g., training, new employee orientation, employee engagement, etc..).Serve as a frontline contact for employees by responding to routine HR inquiries, providing guidance on standard HR processes, and preparing and distributing routine HR communications, notifications, and reminders (e.g., monthly notification to campus of all new hires, transfers, promotions, and those who have left the college).Manage employment authorization processes, including I-9 and E-Verify, by accurately tracking documentation, meeting regulatory timelines, and ensuring compliance with all state, federal, and institutional requirements (e.g., transcript management, alternate work location agreements, etc..).Administer the contingent hire process end-to-end, including onboarding requirements, approvals, Workday transactions, timeline monitoring, and offboarding as needed.Administer Federal Work-Study processes, including hires, changes, terminations, and required Workday transactions.Coordinate pre-boarding, onboarding, and orientation for employees, adjuncts, contingent hires, and student workers.Maintain accurate and confidential employee records in HR systems and physical files in accordance with retention requirements and track authorization of employees participating in campus benefits (e.g., alternate work location, fee remission, and tuition assistance).Monitor and manage the shared HR mailbox, responding to inquiries and routing complex matters appropriately.Run standard, periodic, and ad hoc HR reports to support compliance, operational tracking, and leadership needs.Accurately enter, maintain, audit, review, and extract confidential employee data in HR systems (e.g., Workday) to support compliance, reporting, onboarding, and operational needs (e.g., assigning introductory period & new position evaluations).Support employee engagement, recognition, and appreciation initiatives through coordination, documentation, and tracking.Support the development and delivery of training modules on various topics by coordinating logistics, preparing materials, tracking participation, and assisting with facilitation as assigned.Coordinate with campus and Statewide Human Resources teams to support standardized HR processes and maintain consistency in service and communication.Education and Experience:Associate degree in a related field or technical/industry certification with substantial related experience orIn lieu of an associate degree, three to five years of relevant human resources or administrative experienceWhy Join Us?Opportunity to support employee engagement and HR operations in a mission-driven educational environmentCollaborative team culture focused on service, organization, and continuous improvementCompetitive hourly compensation and benefits packageOpportunities for learning, development, and professional growthIvy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:Health & WellnessMultiple medical plan options paired with a Health Savings Account with a generous employer contributionDental plan with no-cost preventive services and coverage for orthodontiaVision plan with low-cost exams and allowances for glasses or contact lensesEmployee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resourcesWellness program with opportunities to earn $250 in Wellness RewardsFlexible Spending Accounts for healthcare (limited purpose) and dependent careRetirement & Financial Security10% employer retirement contribution, fully vested after two yearsBasic life insurance equal to annual salary paid by the College, with optional supplemental coverageShort-term and long-term disability benefitsEducational BenefitsFee remission for employees, spouses, and dependent childrenTuition assistance for undergraduate, graduate, and doctoral programsPaid professional development opportunitiesWork?Life BalanceGenerous paid time off, including vacation, sick leave, holidays, and winter recessFlexible work arrangements where availablePaid childbirth recovery leave (8 weeks)Paid parental leave (4 weeks)Additional PerksEligibility for Public Service Loan ForgivenessAdditional discounts on gym memberships, transportation, and various retail servicesIvy