HR Records and Onboarding Specialist

The University of Texas at Austin; Austin (TX); Hybrid; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin is seeking an HR Records and Onboarding Specialist to serve as the first point of contact for campus HR inquiries in a hybrid work environment. You will support benefits, retirement, leave management, employment, compensation, and other HR areas for faculty, staff, and applicants.

Responsibilities include managing records, requests, audits, and background checks while ensuring compliance with state employment laws.

Qualifications

• Bachelor's degree in human resources, business administration or equivalent.
• High school diploma with four or more years of HR experience or two+ years in a high-volume customer-facing role.
• Excellent communication and interpersonal skills; written and verbal.
• Advanced knowledge of MS Office and HRIS systems such as Workday.
• Intermediate knowledge of MS Teams and Zoom.
• Must meet background check requirements; DPS criteria apply.

Responsibilities

• Serve as first point of contact for campus HR inquiries via phone, email, portal, and in person across benefits, retirement, leave management, and compensation.
• Perform record retrieval, open records requests, audits, time/absence, background checks, and maintain digital personnel files in HRIS and legacy systems.
• Provide SME guidance and train departments on time/absence, background checks, and HR policies.

Skills

Communication skills

Interpersonal skills

Education

Bachelor's degree in HR or related field

High school diploma with 4+ years HR experience

Tools

MS Office

Workday HRIS

MS Teams

Zoom

Job description

Security sensitive: criminal background checks conducted on selected candidate. Hiring decisions are contingent upon applicants clearing background requirements.

Job Posting Title: HR Records and Onboarding Specialist

Hiring Department: Office of Human Resources

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: AUSTIN, TX

Job Details

General Notes: Security sensitive: criminal background checks conducted on selected candidate. Hiring decisions are contingent upon applicants clearing background requirements. This position offers a hybrid work schedule with partial remote work options. Must have internet capability when working remotely. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.

Purpose

Provide customer service for Human Resources as the first point of contact for campus. Supporting employees, retirees, and applicants who need assistance with benefits and retirement, leave management, employee relations, employment, compensation, and other Human Resources disciplines.

Responsibilities

• Utilize HR resources in tandem with issue tracking tools to contribute to daily team operations of the HR Service Center in support of employees, retirees, and applicants who submit inquiries and requests via phone, email, USPS, online portal and in person. These inquiries and requests extend across benefits and retirement, leave management, employee relations, employment, compensation, and other HR related facets.
• Perform specialized work, specifically to include record retrieval, open records requests, audits, time and absence, background checks, and various reports in the interest of maintaining digital personnel files within the university's HRIS and legacy systems to ensure compliance with all applicable state employment laws and retention statutes.
• Serve as a subject matter expert to campus and provide advanced assistance and training to departments regarding time and absence, background checks, and or interpretations of policies and procedures.

Required Qualifications

• A bachelor’s degree in human resources, business administration or equivalent or
• A high school diploma or GED and four or more years of experience working in human resources or relevant work experience or
• A high school diploma and two or more years’ experience in a customer-facing, high volume contact center with a focus on customer service.
• Excellent communication and interpersonal skills; written and verbal.
• Advanced knowledge of MS Office, HRIS systems, such as Workday or similar HRIS systems.
• Intermediate knowledge of MS Teams, and Zoom, or similar platforms.
• Must meet background check requirements set by the Texas Department of Public Safety (DPS) and applicable vendor screening standards. Individuals with DUI or DWI convictions are not eligible.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Fluent in English and Spanish, written and verbal.
• Experience performing a range of general human resources functions, including administrative support
• Working knowledge of State of Texas and Federal regulatory HR laws
• Working knowledge of basic employee benefits administration, and processing Form I-9s
• Skilled in conducting research to accurately resolve customer inquiries, while applying critical and analytical thinking
• Proven ability to deliver prompt, professional and accurate issue resolution in a high-volume, varied customer service environment, managing both phone and in-person interactions within a call center setting.
• Experience in managing a variety of administrative responsibilities—such as data entry, and compliance tasks—while effectively balancing competing priorities in a fast-paced environment.

Salary Range

$50,000

Working Conditions

• May work in standard office conditions.
• Use of manual dexterity.
• Repetitive use of a keyboard at a workstation.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and that this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.