Administrative Coordinator

General Summary

The Human Resources Administrative Coordinator serves as a key member of the Human Resources team and is responsible for coordinating a variety of HR operational, administrative, and employee service functions. This position serves as a primary point of contact for employees, supervisors, applicants, and external partners by managing HR communications, responding to inquiries, and ensuring timely, accurate, and professional customer service. The Human Resources Administrative Coordinator supports the employee lifecycle by coordinating recruitment activities, onboarding processes, personnel records administration, HRIS data management, training and development logistics, benefits-related activities, and compliance documentation. The position manages the HR department inbox, assists with workflow coordination, maintains confidential employee information, and supports reporting, audits, and process improvement initiatives. Working collaboratively with leaders and employees across the University, this position helps ensure efficient HR operations, a positive employee experience, compliance with applicable policies and regulations, and alignment with the University's mission, values, and strategic objectives.

Essential Job Functions

• Provides administrative and operational support for Human Resources programs and initiatives, including coordinating schedules, preparing correspondence, maintaining calendars, supporting projects, and facilitating workflow management across HR functions.
• Serves as the primary coordinator for the HR department's shared inbox and communication channels, responding to employee, supervisor, applicant, and vendor inquiries or directing requests to appropriate resources while ensuring timely, accurate, and customer-focused service.
• Coordinates recruitment and hiring administration activities, including posting positions, tracking applicants, scheduling interviews, preparing hiring documentation, coordinating candidate communications, and supporting the onboarding process.
• Coordinates new hire onboarding activities, including pre-employment documentation, orientation scheduling, background check coordination, new hire communications, system access requests, and onboarding records management to ensure a positive employee experience and compliance with university requirements.
• Maintains HR records, personnel files, databases, HRIS information, SharePoint sites, and electronic documentation while ensuring accuracy, confidentiality, record retention compliance, and adherence to applicable policies and procedures.
• Supports HR operations through data entry, document management, workflow coordination, reporting, audits, and administrative processes that contribute to effective service delivery and regulatory compliance.
• Provides first-level support to employees and supervisors regarding HR policies, procedures, benefits, onboarding, employment verification requests, payroll deadlines, training opportunities, and other HR-related processes.
• Coordinates meetings, training sessions, employee engagement activities, committees, and HR-related events by scheduling attendees, preparing materials, maintaining records, tracking action items, and supporting follow-up activities.
• Assists with benefit administration and employee programs by coordinating communications, enrollment support, documentation, wellness initiatives, and employee education resources.
• Monitors, tracks, and maintains HR metrics, reports, compliance documentation, and operational data to support audits, accreditation activities, regulatory reporting, workforce planning, and departmental decision-making.
• Develops and maintains HR procedures, forms, guides, tracking systems, and operational documentation to support consistency, compliance, process improvement, and efficient service delivery.
• Coordinates purchasing activities, maintains office and onboarding supplies, and supports vendor relationships and payment processes necessary to HR operations.
• Handles confidential employee, applicant, compensation, and organizational information with professionalism, discretion, sound judgment, and strict adherence to privacy and confidentiality requirements.
• Collaborates with leaders, supervisors, employees, and cross-functional departments to support talent acquisition, onboarding, employee engagement, compliance, and strategic HR initiatives.
• Identifies opportunities to improve administrative workflows, employee service processes, and operational efficiencies, making recommendations that enhance the effectiveness of HR services.
• Serves as a professional representative of Human Resources and PNWU by demonstrating integrity, service excellence, inclusivity, respect, collaboration, and a commitment to supporting the University's mission, values, and people-centered culture.
• Performs other related duties as assigned to support Human Resources operations and organizational objectives.

Requirements

• An associate's degree in Human Resources, Business Administration, Accounting, Finance, Office Administration, or another related business field OR an equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of the position.
• Preferred: two (2) to four (4) years of progressively responsible experience in human resources support, administrative coordination, customer service, office operations, or a related field; or an equivalent combination of education and experience.
• Experience supporting multiple departments, programs, committees, or projects in a professional environment.
• Experience in higher education, healthcare, nonprofit, or other mission-driven organizations.

Desired Skills, Knowledge, and Abilities

• Strong verbal and written communication skills with the ability to interact professionally and effectively with students, faculty, staff, alumni, donors, vendors, and community partners.
• Ability to exercise sound judgment, discretion, and independent decision-making while maintaining confidentiality and professionalism.
• Ability to effectively manage multiple priorities, adapt to changing demands, and perform a variety of tasks in a dynamic work environment.
• Strong problem-solving, organizational, and critical-thinking skills with exceptional attention to detail and follow-through.
• Knowledge of general office administration practices, business procedures, records management, and administrative support functions.
• Knowledge of customer service principles and practices, with a commitment to providing responsive and high-quality service.
• Knowledge of project coordination principles and the ability to support meetings, events, programs, and departmental initiatives.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.
• Ability to learn and effectively utilize department-specific software, databases, and technology systems.
• Ability to maintain accurate records, perform data entry with a high degree of accuracy, and prepare reports and correspondence.
• Ability to operate standard office equipment and technology necessary to perform assigned responsibilities.
• Ability to establish and maintain collaborative working relationships across diverse departments and stakeholder groups.
• Demonstrated professionalism, accountability, integrity, and commitment to supporting PNWU mission, values, and strategic goals.
• Ability to work both independently and collaboratively as a member of a team while contributing to a positive and inclusive workplace environment.
• Ability to support multiple priorities, maintain professional communication, provide excellent customer service, and perform a variety of administrative functions in a dynamic work environment.
• Ability in advanced proficiency with Microsoft Office Suite, Teams, and SharePoint.

Pay

• Annual Minimum: $39,600
• Annual Maximum: $59,400
• Hiring Rate: $20.00–$21.42 per hour

Benefits

• Health Benefits – Medical, Dental, Vision, Life Insurance
• Paid Time Off
• 403b with Roth Option
• Paid Holidays