Job Descriptions
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Classification Specification - Classified Unrepresented
Developed for Equal Opportunity 

Academic Personnel Records Coordinator I

Class Code
Pay Grade
Position Group
Date Issued
Date Revised
Classified Unrepresented


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.


Duties/essential functions may include, but not be limited to, the following: 

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.


High school diploma or equivalent.  Two year of 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


Asterisk (*) indicates knowledge, skills, abilities which may require assessments. Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions/Physical Requirements:

Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects. Incumbent must be able to communicate with others. Incumbent may be required to travel from building to building and off campus occasionally.

Diversity Statement

Kent State University is committed to the creation and nurturing of a diverse community of individuals through inclusive excellence. Diversity involves recognizing the value of differences and the inclusion of all members of the community including those that experience discrimination or under representation. This is a core value of the organization as we strive for a culturally diverse student body, faculty and staff that reflect the multicultural nature of Ohio, the nation, and our world.
This description is intended to illustrate the level of work difficulty and kinds of job duties that may be assigned to positions in this classification and should not be interpreted to describe all the duties that may be required in an individual position. The use of a particular expression or illustration to describe duties does not exclude the assignment of other duties not mentioned that are of similar kind or level of difficulty. The described job duties do not constitute a written or implied contract of employment. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.