Academic Personnel Records Coordinator I

BASIC FUNCTION:

Responsible for the day-to-day maintenance of personnel records for processes such as employment, promotion and tenure, benefits, payroll, records retention, and reporting.  Performs a variety of administrative functions ensuring data integrity and compliance with university policies, regulations and protocols.  Maintains accurate personnel information while working independently under general direction.  Reports to designated supervisor.

EXAMPLES OF DUTIES/ESSENTIAL FUNCTIONS:

Researches, analyzes, prepares and processes personnel actions maintaining confidentiality of sensitive information.

Confirms accuracy and integrity of data entered and assures information is available on a timely basis; corrects and updates personnel data as needed.

Responds to inquiries and provides guidance in the completion of personnel workflows and paperwork; explains personnel policies and procedures.

Responsible for on-boarding new faculty, staff and/or graduate assistants, distributing and collecting new-hire information via electronic signature software.

Actively participates in cyclical HRIS processes including HRIS upgrades, testing of system changes, workflow implementations and year-end rolls, etc.

Assists in the development and implementation of standard operating procedures for personnel employment records.

Works directly with IT security and access management department to ensure all new hires have access to university systems in a timely manner.

Works closely with payroll department to ensure timely processing of personnel actions; reviews payroll and verifies appropriate deductions are applied to assignments.

Troubleshoots and resolves problems, determines correct pay schedule from several alternatives, contacts faculty and administrative staff to clarify or obtain information.

May prepare employment agreements for unclassified staff.

Performs related duties as required.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent.  Two years of general office experience utilizing computer applications and/or records processing experience utilizing human resource information systems.

Preferred Qualifications:

Experience in higher education or other Ohio public service experience.

Knowledge Of:

Records processing, maintenance and retention
Microsoft Office Suite
Digital signature software (e.g., DocuSign)

Skill In:

Written and interpersonal communication to effectively interact with university personnel and outside constituents
Providing excellent customer service 

Ability To:

Understand human resources and payroll concepts, practices and procedures
Manage time effectively and set priorities
Work with a diverse population of staff, faculty and outside constituents
Attend to details and maintain accurate records
Recognize patterns and issues in set of data and determine relevant and irrelevant data when conducting analytical work
Develop and maintain relationships with key contacts to enhance workflow and quality
Work in a high volume and high paced environment
Independently perform operational, transactional and technical tasks 
Explain information, policies and procedures to specific situations and respond to sensitive inquiries
Exercise discretion in distributing and receiving information of a confidential and sensitive nature

Assessments:

Working Conditions/Physical Requirements:

Value Statement