HR Coordinator - Benefits, Compliance, and HRIS

California Institute of the Arts; Santa Clarita (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The California Institute of the Arts seeks an HR administrative professional to own the student employment and Federal Work-Study programs, from hire through offboarding. This role interfaces with students, supervisors, and the Financial Aid Office to ensure accurate eligibility and funding.

You will manage onboarding, I-9 verification, timesheets, funding balances, and data entry in Paycom, while keeping records audit-ready and supporting annual open enrollment and related HR processes.

Qualifications

• 1–2 years of experience in human resources, benefits administration, or a related administrative role.
• Experience with HRIS or payroll systems preferred.
• Higher education experience a plus.
• Strong data entry and documentation skills.

Responsibilities

• Own the administrative experience of the student employment and Federal Work-Study (FWS) programs from hire through separation.
• Guide student employment authorizations and job placements, confirming FWS award eligibility and funding source with Financial Aid.
• Lead I-9 verification and onboarding for student employees and manage new hire paperwork and system setup.
• Track student employee work-hour limits and FWS award balances; flag eligibility or funding concerns early.
• Manage timesheet submission and approval cycle to ensure accurate and timely pay.
• Coordinate posting and tracking of student employment positions across departments.
• Drive reappointments, department transfers, and end-of-term offboarding for student employees; maintain accurate personnel files.
• Assist with annual onboarding events and communications for student hires and supervisors.

Skills

Customer service

Attention to detail

Multitasking

Confidentiality

Communication

HRIS Paycom

Microsoft Office/Google Suite

Education

Associate or Bachelor degree preferred

Tools

Paycom HRIS

Microsoft Office

Google Workspace

Job description

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