Human Resources Coordinator, Staff Support

Polk State College•Winter Haven, FL

2d•Onsite

About The Position

The HR Coordinator, HR Staff Support provides advanced administrative, operational, and financial support to the Human Resources Department and the Vice President, Human Resources (VPHR). This position serves as the frontline customer service representative for the HR department in the Winter Haven HR Office, supporting employees, students and candidates. The position serves as an administrative resource for departmental activities, assists with confidential HR processes, coordinates purchasing and budget-related transactions, and ensures efficient operations through effective communication, organizational support, and customer service. The incumbent handles sensitive and confidential information, supports HR initiatives and projects, processes purchase orders, reconciles department expenditures, and serves as a liaison with internal departments, vendors, and external partners.

Requirements

Knowledge of office administration and business support practices.
Exceptional customer service skills with the ability to create a welcoming, engaging environment and positive interpersonal interactions.
Advanced organizational and relationship-building skills with high emotional intelligence.
Knowledge of human resources principles, practices, and confidentiality requirements.
Knowledge of purchasing, invoice processing, budget tracking, and reconciliation procedures.
Proficiency with computer software and virtual communication platforms including but not limited to Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams, Zoom, and WebEx.
Ability to prepare reports and maintain accurate financial and administrative records, with strong attention to detail.
Ability to manage multiple assignments, priorities, and deadlines.
Ability to exercise sound judgment, maintain confidentiality, and work independently, follow processes with little direction.
Strong written and verbal communication skills.
Associate degree in Business Administration, Human Resources, Public Administration, Accounting, Finance, or a related field.
Three (3) years of increasingly responsible administrative support experience.
OR High School Diploma (or equivalent) with 5 years of increasingly responsible administrative support experience.
Candidates must provide documentation of eligibility to work in the United States.
Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.

Nice To Haves

Notary Public or willingness to become a Notary Public.
Bachelor's degree in a related field preferred.
Professional certification related to administrative support, human resources, or public administration preferred.
Experience supporting executive level leadership.
Experience working in a Human Resources department.
Experience with ERP, HRIS, purchasing, and financial management systems, such as Ellucian Banner, NEOED/NEOGOV, or Etrieve software.
Experience with purchasing, accounts payable, budget administration, or financial reconciliation.
Experience working in higher education environments.
Experience supporting or planning events and/or engagement activities.

Responsibilities

Serve as a forward-facing point of contact and provide exceptional customer service for internal and external stakeholders regarding HR administrative matters.
Establish a positive rapport with colleagues, students, candidates, and community stakeholders in a fast-paced environment through friendly, attentive, and professional interactions while handling sensitive and confidential information.
Facilitate communication between the Human Resources Department and other organizational departments.
Ensure HR communications are compliant with regulations, such as accessibility requirements.
Assist in maintaining department intranet via Share Point.
Assist with other communications, such as newsletters and department emails.
Provide comprehensive administrative support to the VPHR and Human Resources team.
Oversee proper attention and maintenance of multiple shared emails and calendars.
Manage team and leadership calendars, scheduling, meeting coordination, travel arrangements, and event logistics.
Prepare correspondence, reports, presentations, agendas, and meeting materials.
Coordinate department meetings and maintain official records and documentation.
Track and monitor departmental projects and deadlines.
Scan, label, and file documents into official system of record.
Maintain digital files.
Respond to employee inquiries and direct requests to appropriate HR staff.
Assist with recruitment and onboarding activities, including scheduling interviews, preparing onboarding materials, and onboarding new employees.
Manage mail intake and distribute in accordance with applicable laws and organizational policies.
Coordinate and/or support HR programs such as professional development and committee assignments, employee engagement initiatives/events, training activities, and special projects.
Maintain the confidentiality of personnel information and sensitive organizational data.
Prepare, process, and track purchase orders for Human Resources departmental purchases.
Coordinate procurement requests and ensure compliance with organizational purchasing policies and procedures.
Process invoices and monitor purchases for accuracy and budget compliance.
Perform monthly purchasing card (P-Card) reconciliations and expense reconciliations.
Maintain records of expenditures and prepare reports related to departmental spending.
Work closely with Finance, Accounts Payable, and vendors to resolve purchasing and payment discrepancies.
Assist the VPHR in monitoring departmental budgets and expenditures.
Maintain, organize and purchase department supplies.
Complete Requests for Personnel Action as needed for new hires, internal moves, and stipends.
Prepare mileage reports and process other reimbursement documents as needed.
Ensure compliance with applicable organizational policies and procedures.
Learn and support compliance with federal, state, and local employment regulations.
Support audits and provide documentation as requested.
Ensure regulatory poster posting compliance.
Assist with employee file and public records requests as needed.
Participate in special projects and departmental initiatives.
May assist at job fairs or other HR functions.
Perform related duties as assigned.