HR Records and Onboarding Specialist

University of Texas; 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 contact for campus HR needs. You will support employees, retirees, and applicants across benefits, retirement, leave management, and more, with a focus on accurate recordkeeping.

This role offers a hybrid schedule with partial remote work options and requires strong communication and HRIS skills. Background checks are required for finalists, and the position supports a dynamic university

Qualifications

• Bachelor’s degree in HR or equivalent, or 4+ years HR experience.
• Excellent written and verbal communication.
• Advanced knowledge of MS Office and HRIS (Workday or similar).
• Intermediate knowledge of MS Teams and Zoom.
• Background checks per Texas DPS requirements.
• DUI/DWI convictions disqualify.
• Education/experience may be substituted.

Responsibilities

• Support HR Service Center operations via phone, email, portal, and in person.
• Perform record retrieval, audits, time and absence tasks, and background checks.
• Maintain digital personnel files in HRIS and legacy systems for compliance.
• Provide advanced assistance and training on time/absence and policies.

Skills

Excellent communication

MS Office

HRIS (Workday)

MS Teams

Zoom

Customer service

Education

Bachelor’s degree in HR or related field

High school diploma with 4+ years HR experience

Tools

Workday or HRIS

Job description

Job Title

HR Records and Onboarding Specialist

Hiring Department

Office of Human Resources

Job Details

Weekly Scheduled Hours: 40
FLSA Status: Non-Exempt from FLSA
Earliest Start Date: Immediately
Position Duration: Expected to Continue
Location: AUSTIN, TX

Job Description

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

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: 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). If 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.

About Us

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.

Comments and Inquiries

Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applications requested can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone].

Other Information

UT Austin is a Tobacco-free Campus