HR Coordinator - Benefits, Compliance, and HRIS

Position Classification: Full-Time, Non-Exempt; This position is designated as confidential and is not represented by a collective bargaining unit.
 

ESSENTIAL JOB FUNCTIONS

Student Employment & Federal Work-Study (FWS) Support

•     Own the administrative experience of the student employment and Federal Work-Study (FWS) programs, acting as the go-to resource for students, on-campus supervisors, and the Financial Aid Office from hire through separation.

•     Guide student employment authorizations and job placements from start to finish, confirming FWS award eligibility and funding source in close partnership with the Financial Aid Office.

•     Lead I-9 verification and onboarding for student employees — managing new hire paperwork, work authorization, and system setup — and serve as the in-office subject-matter resource for student employment questions.

•     Track student employee work-hour limits and FWS award balances throughout the term, proactively flagging eligibility or funding concerns to supervisors and Financial Aid before they become issues.

•     Manage the timesheet submission and approval cycle for student employees, partnering with supervisors and Payroll to catch and resolve discrepancies so students are paid accurately and on time.

•     Coordinate the posting and tracking of student employment positions across departments, keeping records of student job assignments and status changes accurate and current.

•     Drive reappointments, department transfers, and end-of-term or graduation offboarding for student employees, including closing out personnel files.

•     Serve as the first line of response for the Student@ inbox, resolving routine questions directly and routing complex eligibility, funding, or compliance issues to the HR Manager or Director, Total Rewards.

•     Help plan and deliver annual student employment onboarding events and communications, including new academic year orientation materials for student hires and their supervisors.

Benefits, Leave & Compliance

•     Manage the shared Total Rewards inboxes, including Benefits@, WorkersComp@, and HR@, resolving inquiries directly and routing more complex matters promptly to the right team member.

•     Prepare and submit Public Service Loan Forgiveness (PSLF) certification requests on behalf of employees.

•     Handle Employment Development Department (EDD) claims and correspondence, including unemployment and disability matters, from intake through resolution.

•     Complete employment verification requests with accuracy and a fast turnaround.

•     Own monthly ACA compliance reporting and data reconciliation, ensuring the Institute’s filings are accurate and on time.

•     Guide employees through leave of absence paperwork and tracking (e.g., FMLA, CFRA, workers’ compensation leaves), in partnership with the HR Manager.

•     Play a key role in the annual open enrollment period, coordinating communications, data entry, and vendor logistics to ensure a smooth employee experience.

•     Maintain and route personnel files with a high degree of accuracy, coordinating with the HR Coordinator, Talent Acquisition & HR Operations to keep recordkeeping consistent and audit-ready.

•     Perform data entry and routine audits within the HRIS (Paycom), safeguarding the integrity of employee data.

•     Provide responsive administrative support to the HR Manager and the Director, Total Rewards.

•     Process monthly insurance invoices in a timely manner for accounting and payment.

•     Take on additional projects and duties as assigned, contributing wherever the team needs support.

Qualifications

SKILLS / ABILITIES

•    Strong customer service orientation and interpersonal skills.

•    High attention to detail and accuracy in data entry and documentation.

•    Ability to manage multiple priorities and meet deadlines in a fast-paced environment, particularly during peak student hiring periods.

•    Ability to handle confidential information with professionalism and discretion.

•    Proficiency with Microsoft Office/Google Suite; experience with HRIS systems (Paycom preferred).

•    Effective written and verbal communication skills, including the ability to communicate clearly with students, supervisors, and Financial Aid staff.

EDUCATION

•    Associate’s or Bachelor’s degree preferred, or equivalent combination of education and experience.

EXPERIENCE

•    1–2 years of experience in human resources, benefits administration, or a related administrative role.

•    Experience with HRIS or payroll systems preferred.

•    Experience supporting student employment, work-study, or campus-based student programs strongly preferred.

•    Higher education experience a plus.