Job Description

POSITION SUMMARY:

The Human Resources (HR) Coordinator is the first point of contact for Human Resources, creating a welcoming, professional experience for employees, students, applicants, visitors, and the general public. This position is responsible for delivering outstanding customer service, resolving routine customer inquiries and concerns, and ensuring timely and accurate responses to a wide variety of HR-related requests.

The HR Coordinator proactively identifies customer needs, researches solutions, answers questions, and resolves issues while escalating complex matters to the appropriate HR team member. In addition to front-line customer support, this role performs administrative and operational duties that support the daily functions of the Human Resources department, including transaction processing, records management, scheduling, financial support, and special projects.

JOB DUTIES/RESPONSIBILITIES:

Front Desk Reception & Service - 50%

· Develops working knowledge of HR policies, practices, and established compliance requirements to provide accurate information and support routine HR processes

· Serves as the primary point of contact for the Human Resources department, greeting employees, students, applicants, visitors, and vendors in a professional, courteous, and welcoming manner.

· Responds to a high volume of in-person, telephone, and email inquiries regarding HR services, policies, benefits, payroll, compensation, talent management, employment opportunities, and general University information.

· Delivers exceptional customer service through active listening, identifying employee needs, and providing accurate, timely, and effective information or assistance.

· Resolves routine customer questions and concerns independently through research, sound judgment, and knowledge of HR processes and policies while appropriately escalating complex issues.

· Ensures adequate follow-up with employees, department representatives, and managers as necessary to ensure resolution of problems involving incomplete, inaccurate, or non-compliant documentation.

· Maintains a welcoming, organized, and customer-focused reception area that reflects professionalism and operational excellence.

· Receives, reviews, and processes documents pertaining to compliance needs for employees, including I-9 forms; audits information for completeness and accuracy with established policy and procedural requirements.

Administrative & HR Operations Support – 30%

· Manages Administrative Floater requests/assignments by matching assignments with the most qualified available floater.

· Maintains office supply inventory; coordinates supply orders for HR staff; organizes and maintains an orderly supply/break room.

· Coordinates office equipment, maintenance, and compliance needs.

· Assists HR department with administrative support such as document preparation, mailings, and data entry support.

· Assists with scanning, filing, mail distribution, scheduling, data cleanup, and other administrative support activities.

· Maintains office supplies and department purchasing.

· Helps maintain organized workspaces and shared office areas to promote an efficient customer experience.

Financial & Administrative support – 10%

· Allocates credit card expenses to the appropriate account and reconciles procurement card statements on a monthly basis.

· Allocates expenses and pays invoices as requested by HR staff.

· Monitors, tracks, and reconciles actual departmental expenses as compared to budgeted expenses on a monthly basis

· Maintains appropriate documentation to support departmental expenses.

· Enters and maintains departmental contracts in the Contract Management System.

Other Duties – 10%

· Provides backup and assistance to HR Representatives on a rotational basis or as otherwise required.

· Schedules meetings, interviews, and department events as needed.

· Assists various HR areas with assignments, special projects, or events as assigned.

WORKING CONDITIONS/PHYSICAL EFFORT:

In person 8:30am – 5:00pm Monday - Friday
Office environment
No or very limited exposure to physical risk
No or very limited physical effort required

QUALIFICATIONS:

Demonstrated commitment to providing exceptional customer service and creating a positive employee experience.
Excellent interpersonal skills with the ability to build positive relationships with employees, students, and colleagues.
Strong verbal and written communication skills with an emphasis on open, collaborative, and professional communication.
Demonstrated commitment to employee excellence through responsiveness, professionalism, respect, and accountability.
Ability to resolve customer concerns calmly, professionally, and efficiently while exercising sound judgment.
Close attention to detail with the ability to maintain accuracy while managing multiple priorities.
Strong organizational and time management skills with the ability to meet deadlines in a fast-paced environment.
Ability to quickly assess situations, gather relevant information, and identify appropriate solutions.
Ability to work collaboratively as a member of a team while also working independently.
Ability to maintain confidentiality and handle sensitive information with discretion.
Proficiency in Microsoft Office applications and standard office technology.
Experience using HRIS, payroll, or other business information systems preferred.
Strong data entry, records management, and documentation skills.
Demonstrated commitment to continuous improvement and operational excellence.

Education & Experience

Bachelor's degree preferred, or an equivalent combination of education and at least three (2) years of customer service, receptionist, administrative support, front office, or human resources experience that demonstrates the knowledge, skills, and abilities required for this position.
Experience in a customer-facing role requiring issue resolution, communication, and administrative support is strongly preferred.

SALARY STRUCTURE:

Hourly Pay Grade 4: $18.34 to $24.30 per hour

SCHEDULE:

In-person 8:30 am – 5:00 pm Monday - Friday; 38.75 hours per week

University of Richmond

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