Human Resources Coordinator

Position Details

Position Information

Job Title Human Resources Coordinator Department HR Office Administration Job Code C72301 Job category Full Time Staff Terms and Hours Non-exempt full time (40 hours per week) Salary Range Starting at $21.05 hourly wage; commensurate with experience Job Summary

The Human Resources Coordinator provides key support to the Human Resources division by serving as the primary point of contact for email, phone and walk inquiries while ensuring strong customer service and accuracy of communication. This position will assist with the timely and effective facilitation of employee onboarding and offboarding processes with a focus on employee engagement and compliance support. This is an in-person, entry level position that reports to the Director of Human Resources and works in direct collaboration with the Employment Specialist and Benefits & Wellness Specialist.

Core Duties

• Serve as the primary point of contact for the Human Resources main phone line and email inbox, providing effective customer service through verbal and written communications and directing individuals to appropriate resources or staff.
• Effectively interpret and communicate human resources policies and processes and resolve basic to complex issues, escalating onto Human Resources staff as appropriate.
• Primary point of contact for new hire onboarding of staff, faculty and student employees; manage Federal I9 and onboarding documents, policy agreements, employee data, benefits enrollment, and mandatory trainings.
• Manage new hire tracking responsibilities and perform employee data entry into systems while ensuring data integrity. Maintain employee data and documents related to new hires, position changes and promotions.
• Ensure new hire processes include invitations to employee engagement events/resources that support and welcome new staff.
• Scan and upload employee documents into personnel files in timely and accurate manner, support in the oversight of uploaded documents completed by student employees.
• Support with HR audits, including but not limited to the areas of I9 requirements, personnel files, wage & hour laws, and employee demographics.
• Implement policies, processes, and analyses related to HR administrative work, including organization and upkeep of Human Resources paper and electronic files.
• Provide key support in the management of Human Resources information across multiple platforms, including but not limited to external website, intranet sites, and documents.
• Support with communication, event coordination, and related projects tied to Benefits & Wellness activities.
• Assist in the delivery and tracking of workers' compensation forms and communications, as directed by the Benefits & Wellness Specialist.
• Provide key support in the completion of offboarding communications and materials for employees ending employment; includes but not limited to sending notifications, compiling benefits packet with final pay from payroll, and processing termination of benefits.
• Help maintain and archive documentation, procedures, and user guides related to relevant Human Resources processes.
• Participate in special projects and initiatives related to HRIS, websites, and operational efficiency.
• Maintain confidentiality, handling sensitive employee information with discretion and care.
• Ensure compliance with university processes and policies and all relevant state and federal laws.
• Contribute to a collaborative, inclusive, and service-oriented work environment aligned with the University's mission and values.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

• Required: Associate's degree or equivalent education.
• Required: One to two years of professional experience in Human Resources, inclusive of new hire onboarding with in-person customer service and I-9 management.
• Preferred: Bachelor's Degree in business, human resources, or relevant field.
• Preferred: Experience with Paycom and Banner.
• Preferred: Experience with employee benefits administration.
• Preferred: Spanish language proficiency.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• None

Knowledge, Skills & Abilities

• Ability to research and interpret human resources policies.
• Ability to learn HR systems/processes and labor law compliance.
• Ability to successfully manage multiple projects and balance multiple priorities while maintaining a positive outlook while working effectively in a team environment and meeting deadlines.
• Thoroughness, accuracy, and timeliness in completing essential duties.
• Strong orientation towards policy and process improvements.
• Strong organizational, time, and project management skills with excellent attention to detail and accuracy.
• Strong critical‐thinking, problem‐solving, and decision‐making skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and effectively handle highly‐sensitive and personal information with sound judgment, tact, and discretion.
• Strong orientation towards continued learning and applying learning in the work setting.
• Ability to work independently but also to constructively receive supervisory direction.
• Ability to conduct research and present data in a clear and persuasive manner.
• Strong and effective interpersonal and customer service skills.
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 25 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

• Hours of employment: sometimes may require working flexible and/or longer hours, including early mornings, evenings, nights, and weekends, when necessitated by projects.
• Work-related stress: sometimes there may be stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

• Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."

• The full Mission Statement is at: www.up.edu/about/mission.

• The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.

• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.

• Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.

• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number S368-2023 Number of Vacancies 1 Estimated Start Date Open Date 06/03/2026 Close Date Open Until Filled No Special Instructions Summary

Required Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).