HR Reception & Records Coordinator
Virginia Community Colleges
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Job summary
J. Sargeant Reynolds Community College is seeking an HR Reception & Records Coordinator to serve as the front-line contact for the Human Resources department. You will manage the reception area, respond to inquiries, and direct individuals to HR resources.
The role supports personnel transactions, record-keeping, and lifecycle activities, ensuring accuracy, security, and compliance with policies and state/federal regulations.
Qualifications
- Experience providing administrative, records-management, customer-service or HR support.
- Ability to maintain confidential information.
- Proficiency with Microsoft Office or similar applications.
- Strong organizational and written/verbal communication skills.
- Experience with HR information systems preferred.
Responsibilities
- Coordinate HR reception area and provide professional, welcoming service.
- Respond to routine HR inquiries and direct to appropriate resources.
- Maintain official personnel records and process employment documentation.
- Provide administrative support for employee lifecycle activities.
- Ensure records retention compliance with policies and regulations.
Skills
Education
Tools
Job description
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
This position will generally work within normal business hours, however, may need to work outside of these hours occasionally.
Sensitive Position Yes
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.
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.
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.
The successful candidate should demonstrate:
- 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.
- 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.
- 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.
- 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.
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.
Operation of a State Vehicle No
Supervises Employees No
As needed between college campus or for college events.
Posting Number CLS_4757P
Recruitment Type General Public - G
Number of Vacancies 1
Job Open Date 09/18/2026
Job Close Date 10/18/2026
Open Until Filled No
Agency Website www.reynolds.edud
Contact Name
Email talent@reynolds.edu
Phone Number
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
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/
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.
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.
VCCSuses 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.
Required fields are indicated with an asterisk (*).
- Resume
- Cover Letter/Letter of Application
- Unofficial Transcripts
- Other Document
- Certificate
- Alternative Hiring Process Letter
- SF-50 (Documentation of involuntary separation from Federal Agency)
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