Office Coordinator

Washburn University•Topeka, KS

1d•Onsite

About The Position

This position is responsible for providing administrative support and coordination for Human Resources and is responsible for delivering prompt, accurate, and exemplary customer service to administrators, faculty, staff, students, applicants, and external constituents through multiple methods of communication. This position serves as a primary point of contact for the office and performs a wide variety of administrative, records management, compliance, and operational support functions with minimal supervision.

Requirements

Bachelor’s degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
Demonstrated effective communication and customer service skills.
Proficient skills in proofreading and using Microsoft Word.
Proven ability to work with colleagues in a team-oriented environment and complete assignments independently.
Ability and willingness to learn and use new computer software.
Proven ability to maintain confidentiality in the workplace.

Nice To Haves

At least one year of professional experience working in a Human Resources department.

Responsibilities

Serve as a point of contact for Human Resources by greeting visitors, answering incoming phone calls, and responding to inquiries or directing individuals to the appropriate office or staff member for assistance.
Provide courteous and professional customer service, particularly when assisting individuals experiencing sensitive or urgent personnel-related matters.
Provide office coordination and administrative support for Human Resources operations, including scheduling meeting rooms, assisting with mail merges, maintaining office supplies, placing food orders, and supporting general office workflow and communications.
Facilitate the completion of employee and student Form I-9 processes by assisting individuals with understanding federal requirements, reviewing documentation, completing employer verification requirements, and ensuring forms are processed and retained accurately in accordance with federal regulations.
Process employment verifications, Public Service Loan Forgiveness (PSLF) employment certification requests, address changes, transcript requests, and other employment-related documentation in a timely and accurate manner.
Assist with imaging, scanning, indexing, retrieval, and correction of personnel and employment records within electronic document management systems, including personnel documents, performance evaluations, employment verifications, and new hire documentation.
Assist Talent Acquisition by transferring application materials from the applicant tracking system to personnel files, posting open positions to designated websites, organizing recruitment files for records retention, and supporting other recruitment-related administrative processes.
Maintain and update employee and applicant records within institutional systems, including updates related to certifications, verified credentials, background checks, motor vehicle records (MVR), and other employment compliance requirements.
Assist with Human Resources system maintenance and data cleanup activities, including student employee job terminations in Banner, inactivation of SIAINST records, and PEAEMPL record maintenance.
Prepare and submit required reports and documentation, including the Kansas Department of Labor bi-monthly report and other compliance-related reporting requirements.
Support Human Resources financial and administrative processes, including Concur-related administrative assistance and coordination of departmental documentation and forms.
Assist with maintaining and updating Human Resources forms, webpages, and online information to ensure materials are current, accurate, and appropriately accessible.
Perform additional job-related duties as assigned or as appropriate.