HR Reception & Records Coordinator

Virginia's Community College System; Richmond (VA); On-site; USD 45,000 - 55,000; Full time

Job summary

J. Sargeant Reynolds Community College in Virginia's capital region seeks an HR Reception & Records Coordinator to serve as the front-line contact for Human Resources, delivering professional, welcoming service to faculty, staff, applicants, and visitors.

You will coordinate the HR reception area, handle routine inquiries, maintain personnel records, process employment documentation, and support recruitment, onboarding, and reporting while ensuring records remain secure and compliant.

Qualifications

• Knowledge of general administrative and records-management practices.
• Basic knowledge of HR terminology and employee lifecycle processes.
• Maintain accurate and well-organized personnel records.
• Excellent attention to detail and accuracy.
• Strong customer-service skills.
• Ability to communicate professionally with individuals at all organizational levels.
• Ability to handle confidential and sensitive information with discretion.
• Strong computer, data-entry, and document-management skills.
• Ability to learn and effectively use HR information systems.
• Strong organizational and time-management skills.
• Ability to prioritize work and meet deadlines.
• Ability to identify discrepancies and obtain clarification when needed.
• Ability to work independently and as part of a collaborative HR team.
• Commitment to providing equitable, respectful, and professional service to the college community.

Responsibilities

• Coordinate the HR reception area and provide welcoming service to faculty, staff, applicants, students, and visitors.
• Respond to routine HR inquiries and direct individuals to appropriate HR resources.
• Maintain official personnel records and processing of employment documentation.
• Provide administrative support for employee lifecycle activities.
• Ensure personnel records are accurate, organized, secure, confidential, and compliant.
• Work with HR staff and other departments to support recruitment, onboarding, and HR transactions.
• Assist HR reporting and overall HR service delivery.

Skills

Records management

HR terminology

Attention to detail

Customer service

Professional communication

Confidentiality

Data entry

HRIS

Time management

Prioritization

Discrepancy resolution

Teamwork

Equitable service

Education

Associate or bachelor’s degree in HR, Business Administration, Office Administration, Public Administration, or related field

Tools

Microsoft Office

Electronic document-management system

Enterprise HRIS

Job description

Working Title HR Reception & Records Coordinator Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 28300004 Agency J. Sargeant Reynolds Community College Division J. Sargeant Reynolds Community College (Div) Work Location Henrico - 087 Hiring Range $45,000 - $55,000 Emergency/Essential Personnel No EEO Category 5-Paraprofessionals Full Time or Part Time Full Time Does this position have telework options? -Telework options are subject to change based on business needs- Does this position have a bilingual or multilingual skill requirement or preference?

This position will generally work within normal business hours, however, may need to work outside of these hours occasionally.

Job Description

Reynolds is one of the largest community colleges in Virginia and serves Virginia’s capital city and five nearby counties. Annually, our four campus sites serve approximately 13,000 credit students and provide training for 7,400 students through the Community College Workforce Alliance. Reynolds is committed to hiring and retaining a racially diverse, culturally competent staff at all levels of the organization who reflect the demographics of our students. We also believe in providing an ongoing investment in our faculty and staff to deepen their skills and competencies to serve the full range of our student population.

The HR Reception & Records Coordinator serves as the primary front-line administrative contact for the Human Resources department and provides professional, welcoming, and responsive service to faculty, staff, applicants, students, visitors, and college administrators.

The position is responsible for coordinating the HR reception area, responding to routine HR inquiries, directing individuals to appropriate HR resources, maintaining official personnel records, processing and organizing employment documentation, and providing administrative support for employee lifecycle activities.

The HR Reception & Records Coordinator ensures that personnel records are accurate, organized, secure, confidential, and maintained in accordance with applicable records-retention requirements, college policies, VCCS requirements, and state and federal regulations.

The position works closely with HR staff and other college departments to support recruitment, onboarding, personnel transactions, employee separations, records management, HR reporting, and overall HR service delivery.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

• Knowledge of general administrative and records-management practices.
• Basic knowledge of Human Resources terminology and employee lifecycle processes.
• Ability to maintain accurate and well-organized personnel records.
• Excellent attention to detail and accuracy.
• Strong customer-service skills.
• Ability to communicate professionally with individuals at all organizational levels.
• Ability to handle confidential and sensitive information with discretion.
• Strong computer, data-entry, and document-management skills.
• Ability to learn and effectively use HR information systems.
• Strong organizational and time-management skills.
• Ability to prioritize work and meet deadlines.
• Ability to identify discrepancies and obtain clarification when needed.
• Ability to work independently and as part of a collaborative HR team.
• Commitment to providing equitable, respectful, and professional service to the college community.

Required Qualifications

• Demonstrated experience providing administrative, records-management, customer-service, human resources, or related support.
• Demonstrated ability to maintain accurate records and appropriately handle confidential and sensitive information.
• Proficiency with Microsoft Office or comparable business applications.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Demonstrated ability to provide professional and courteous customer service.
• Demonstrated ability to manage multiple priorities and meet established deadlines.
• Demonstrated ability to establish and maintain effective working relationships with employees, managers, applicants, and members of the college community.

Preferred Qualifications

• Associate or bachelor’s degree in Human Resources, Business Administration, Office Administration, Public Administration, or a related field.
• Experience working in a human resources department.
• Experience working in higher education, government, or another public-sector environment.
• Experience using an electronic document-management system.
• Experience using an enterprise human resources information system.
• Knowledge of VCCS and/or DHRM policies and procedures.
• Experience supporting employee onboarding and/or recruitment activities.
• Experience with records-retention and document-management practices.

Additional Considerations

The position is primarily performed in an office environment and requires regular interaction with employees, applicants, visitors, and college personnel. The incumbent may be required to sit or stand for extended periods, use a computer and telephone regularly, retrieve and file documents, and occasionally move or organize records and office materials.

Physical and Work Environment

Operation of a State Vehicle. No Supervises Employees. No Required Travel. As needed between college campus or for college events.

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

Quicklink for Posting https://jobs.vccs.edu/postings/101429