HR Coordinator

UR University of Richmond; United States; On-site; USD 25,000 - 33,000; Full time

Job summary

The University of Richmond is seeking an HR Coordinator to be the welcoming face of the Human Resources team, handling in-person and remote inquiries with professionalism. You will support HR processes, records, scheduling, and basic financial tasks to ensure smooth department operations.

Ideal candidates will have a Bachelor’s degree (or equivalent) and 2+ years in customer service or HR support, with strong communication and organizational skills.

Qualifications

• Bachelor's degree preferred, or an equivalent combination of education and experience.
• Experience in customer service, receptionist, or HR support roles is strongly preferred.
• Demonstrated ability to handle confidential information with discretion.
• Ability to resolve inquiries with professional communication and timely follow-up.
• Proficiency in MS Office and HRIS or payroll systems is desirable.

Responsibilities

• Serve as the first point of contact for HR, greeting employees, students, applicants, visitors, and vendors.
• Respond to high volumes of inquiries via in-person, phone, and email regarding HR services and policies.
• Process HR-related documents and ensure accuracy and compliance.
• Support HR operations with data entry, scheduling, and file management.
• Assist with budgeting, expense tracking, and contract records in the system.
• Provide backup support for HR team and coordinate meetings and events.

Skills

Customer service

Interpersonal skills

Verbal & written communication

Attention to detail

Confidentiality

Time management

Microsoft Office

HRIS exposure

Education

Bachelor's degree preferred or equivalent

Tools

HRIS

Payroll systems

Microsoft Office

Job description

POSITION SUMMARY

The Human Resources (HR) Coordinator is the first point of contact for Human Resources, creating a welcoming, professional experience for employees, students, applicants, visitors, and the general public. This position is responsible for delivering outstanding customer service, resolving routine customer inquiries and concerns, and ensuring timely and accurate responses to a wide variety of HR-related requests. The HR Coordinator proactively identifies customer needs, researches solutions, answers questions, and resolves issues while escalating complex matters to the appropriate HR team member. In addition to front-line customer support, this role performs administrative and operational duties that support the daily functions of the Human Resources department, including transaction processing, records management, scheduling, financial support, and special projects.

JOB DUTIES/RESPONSIBILITIES

Front Desk Reception & Service - 50%

• Develops working knowledge of HR policies, practices, and established compliance requirements to provide accurate information and support routine HR processes
• Serves as the primary point of contact for the Human Resources department, greeting employees, students, applicants, visitors, and vendors in a professional, courteous, and welcoming manner.
• Responds to a high volume of in-person, telephone, and email inquiries regarding HR services, policies, benefits, payroll, compensation, talent management, employment opportunities, and general University information.
• Delivers exceptional customer service through active listening, identifying employee needs, and providing accurate, timely, and effective information or assistance.
• Resolves routine customer questions and concerns independently through research, sound judgment, and knowledge of HR processes and policies while appropriately escalating complex issues.
• Ensures adequate follow-up with employees, department representatives, and managers as necessary to ensure resolution of problems involving incomplete, inaccurate, or non-compliant documentation.
• Maintains a welcoming, organized, and customer-focused reception area that reflects professionalism and operational excellence.
• Receives, reviews, and processes documents pertaining to compliance needs for employees, including I-9 forms; audits information for completeness and accuracy with established policy and procedural requirements.

Administrative & HR Operations Support - 30%

• Manages Administrative Floater requests/assignments by matching assignments with the most qualified available floater.
• Maintains office supply inventory; coordinates supply orders for HR staff; organizes and maintains an orderly supply/break room.
• Coordinates office equipment, maintenance, and compliance needs.
• Assists HR department with administrative support such as document preparation, mailings, and data entry support.
• Assists with scanning, filing, mail distribution, scheduling, data cleanup, and other administrative support activities.
• Maintains office supplies and department purchasing.
• Helps maintain organized workspaces and shared office areas to promote an efficient customer experience.

Financial & Administrative support - 10%

• Allocates credit card expenses to the appropriate account and reconciles procurement card statements on a monthly basis.
• Allocates expenses and pays invoices as requested by HR staff.
• Monitors, tracks, and reconciles actual departmental expenses as compared to budgeted expenses on a monthly basis
• Maintains appropriate documentation to support departmental expenses.
• Enters and maintains departmental contracts in the Contract Management System.

Other Duties - 10%

• Provides backup and assistance to HR Representatives on a rotational basis or as otherwise required.
• Schedules meetings, interviews, and department events as needed.
• Assists various HR areas with assignments, special projects, or events as assigned.

WORKING CONDITIONS/PHYSICAL EFFORT

In person 8:30am - 5:00pm Monday - Friday Office environment No or very limited exposure to physical risk No or very limited physical effort required

QUALIFICATIONS

• Demonstrated commitment to providing exceptional customer service and creating a positive employee experience.
• Excellent interpersonal skills with the ability to build positive relationships with employees, students, and colleagues.
• Strong verbal and written communication skills with an emphasis on open, collaborative, and professional communication.
• Demonstrated commitment to employee excellence through responsiveness, professionalism, respect, and accountability.
• Ability to resolve customer concerns calmly, professionally, and efficiently while exercising sound judgment.
• Close attention to detail with the ability to maintain accuracy while managing multiple priorities.
• Strong organizational and time management skills with the ability to meet deadlines in a fast-paced environment.
• Ability to quickly assess situations, gather relevant information, and identify appropriate solutions.
• Ability to work collaboratively as a member of a team while also working independently.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in Microsoft Office applications and standard office technology.
• Experience using HRIS, payroll, or other business information systems preferred.
• Strong data entry, records management, and documentation skills.
• Demonstrated commitment to continuous improvement and operational excellence.

Education & Experience

Bachelor's degree preferred, or an equivalent combination of education and at least three (2) years of customer service, receptionist, administrative support, front office, or human resources experience that demonstrates the knowledge, skills, and abilities required for this position. Experience in a customer-facing role requiring issue resolution, communication, and administrative support is strongly preferred.

SALARY STRUCTURE

Hourly Pay Grade 4: $18.34 to $24.30 per hour

SCHEDULE

In-person 8:30 am - 5:00 pm Monday - Friday; 38.75 hours per week

Located just minutes from downtown Richmond, Virginia, the University of Richmond blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. The mission of the University of Richmond is to educate in an academically challenging, intellectually vibrant, and collaborative community dedicated to the holistic development of students and the production of scholarly and creative work. A Richmond education prepares students for lives of purpose, thoughtful inquiry, and responsible leadership in a diverse world. Our strategic priorities are academic excellence, belonging and community, access and affordability, well-being, and experiential learning and community engagement. These priorities, coupled with strong benefits, makes the University of Richmond an employer of choice in the Richmond area. UR is a private, highly selective, liberal arts university with a welcoming spirit that prizes diversity of experience and thought. With more than 60 undergraduate majors and an average undergraduate class size of 15 students, the University provides a collaborative learning and research environment unlike any other in higher education, offering students an extraordinary combination of the liberal arts with law, business, leadership studies, and continuing education. The University of Richmond ranks number 30 among the nation’s best liberal arts colleges by US News and World Report, one of many accolades that showcases Richmond as a premiere place to grow professionally and personally.