HR Operations Coordinator

The HR Operations Coordinator provides administrative and operational support to Alfred University's Office of Human Resources, ensuring a welcoming, organized, responsive, and confidential environment for faculty, staff, students, applicants, and visitors.

Reporting to the Manager of HR Operations & Employee Experience, this position coordinates daily front desk operations, supports HR administrative processes, and provides dedicated administrative assistance to the Chief Human Resources Officer (CHRO) and Associate Director of Human Resources. The role supports employee onboarding, employment verification, recruitment, and personnel action workflows while promoting efficient operations and a positive employee experience.

Rate: $18.39-$19.45, 35 hours/week

Key Responsibilities
HR Office Operations and Employee Services

• Coordinate daily front desk operations, including visitor assistance, telephone inquiries, general HR email correspondence, and office coverage.
• Serve as an initial point of contact for HR and payroll inquiries, providing general procedural guidance and directing sensitive or specialized matters to the appropriate team members.
• Track administrative requests, coordinate follow-up, and maintain accurate records to support timely service.
• Maintain a welcoming, professional, and confidential office environment, responding to employee concerns with empathy, discretion, and sound judgment.

• Provide administrative assistance to the CHRO and Associate Director of HR, including calendar management, meeting coordination, correspondence, reports, presentations, and special projects.
• Coordinate interview schedules, committee meetings, departmental events, and employee orientation activities.
• Assist with tracking departmental projects, administrative deadlines, assignments, and follow-up activities.
• Support preparation of TROIKA meeting materials, including organizing pending requests, preparing agendas, documenting administrative action items, and tracking decisions.
• Coordinate departmental purchasing, invoice processing, monthly credit card reconciliations, office supplies, and related administrative activities.

• Complete Form I-9 employment eligibility verification and E-Verify processing in accordance with applicable requirements and University procedures.
• Coordinate new hire paperwork, onboarding documentation, and administrative follow-up to support timely processing.
• Maintain accurate and confidential personnel records and process routine employment verification requests.
• Provide administrative support for Personnel Action Form (PAF) and Recruitment Request (RR) workflows, including monitoring submissions, tracking required documentation, coordinating follow-up, and assisting with routing requests through established approval processes.
• Assist departments and employees with general PAF and RR submission questions, referring processing, compensation, and approval matters to the appropriate HR team member.
• Serve as a trained backup for student and graduate Electronic Personnel Action Form (EPAF) processing during employee absences, peak processing periods, or as assigned.

• Collaborate with the HR Lifecycle Specialist, Benefits, Payroll, and other campus departments to support timely and accurate administrative processes.
• Assist with maintaining departmental procedures, administrative checklists, electronic records, and workflow tracking systems.
• Identify opportunities to improve office efficiency, communication, and employee service delivery.
• Perform other related duties as assigned.

• High School Diploma or GED equivalent required, Associate’s degree preferred
• Proficient in Microsoft Office, Excel, Outlook, Adobe PDF
• 3+ years of progressive administrative experience, preferably within a Higher Education HR environment, academic department, or complex public-sector matrix.
• Proven capability to manage front-desk operations, including supervising student workers or junior administrative staff.
• Deep understanding of confidentiality protocols, with a working knowledge of FERPA, employment verifications, and public records laws.
• Technical proficiency with higher education enterprise systems (e.g., Banner, Workday, PeopleSoft) and standard office suites (MS Office, Google Workspace).
• Strong intercultural communication skills with a demonstrated ability to navigate a diverse campus community of faculty, staff, students, and union representatives.

• Handle sensitive information in a confidential manner.
• Exceptional people skills and the ability to solve problems working with others in a team environment is essential.  Proficiency in Excel, Word, and Microsoft Office products preferred.  Familiarity with both private and public universities a plus; demonstrated ability to draw conclusions and make recommendations based on research data and findings.
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives.
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students.
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience. 
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols.
• Effective written and oral communication skills.
• Contributes to the overall success of the University by performing other duties as assigned.