Temporary HR Compliance Assistant

Wesleyan University•Middletown, CT

5d•Onsite

About The Position

The Temporary HR Compliance Assistant provides front-line support for the University’s annual employee onboarding period by processing Form I-9 employment eligibility verifications and maintaining related employment records. This temporary position runs approximately eight weeks from mid-August through mid-October, averaging approximately 25 hours per week during peak processing and tapering to 10–15 hours per week during the wind-down period, for up to 200 total hours. The position reports to the Director of Talent Acquisition and Employment, with day-to-day work coordinated by the HR Assistant.

Requirements

High school diploma or equivalent.
One year of administrative support, customer service, records management, or related experience.
Experience handling confidential or sensitive information.
Strong attention to detail and ability to maintain accuracy in a high-volume environment.
Ability to learn, interpret, and consistently apply detailed procedures and federal Form I-9 requirements.
Ability to identify discrepancies and recognize when issues require escalation.
Ability to exercise sound judgment while handling confidential records and applying detailed compliance procedures.
Proficiency with Microsoft Office and ability to quickly learn Workday and other electronic recordkeeping systems.
Strong organizational, interpersonal, and customer service skills.
Ability to communicate professionally with students, employees, and University departments.
Ability to work the required on-campus schedule during the University’s fall onboarding period.

Nice To Haves

Prior experience processing Form I-9s or employment eligibility verification documents.
Experience working with Workday or another HRIS or electronic I-9 system.
Prior experience in human resources, onboarding, payroll, benefits, registrar operations, compliance, or records administration.
Experience processing or supporting routine international employment authorization documentation, including F-1 or J-1 records.
Experience supporting high-volume, deadline-driven administrative operations.

Responsibilities

Conduct in-person Form I-9 employment eligibility verification appointments.
Review original identity and employment authorization documents presented by employees.
Complete Section 2 and, when applicable, Section 3 of Form I-9 following established procedures and training.
Process routine domestic and international Form I-9 cases, including straightforward F-1 and J-1 employment authorization documentation.
Identify discrepancies, missing documentation, and approaching compliance deadlines.
Escalate unusual or complex immigration and employment authorization matters to the HR Team or Tax specialist as appropriate.
Enter and maintain accurate Form I-9 records in Workday and other designated University systems.
Scan, upload, index, and organize employment eligibility documentation in accordance with University recordkeeping standards.
Verify that scanned documents are complete, legible, and accurately associated with the appropriate employee record.
Perform quality reviews to ensure completed Form I-9 records are accurate, complete, and compliant before finalization.
Maintain confidential employment records and personally identifiable information in accordance with federal requirements and University policy.
Schedule Form I-9 appointments and support high-volume onboarding events.
Respond to routine questions from students, employees, supervisors, and departments regarding the Form I-9 process and acceptable documentation.
Monitor outstanding documentation and follow up with employees and departments to support timely completion.
Assist with seasonal onboarding activities and other related duties as assigned.