HR Assistant or Coordinator

About the role

The HR Assistant or Coordinator serves as the primary point of contact for the Human Resources Office through email, phone, and walk‑ins, assisting employees, prospective employees, applicants, and guests with general HR and employment‑related inquiries. A key responsibility is ensuring accurate, up‑to‑date record‑keeping and database and file management.

Work location: Virginia Beach, VA. Full‑time (minimum 30 hours per week).

Responsibilities

• Enthusiastically greet and assist employees, applicants, and other customers who contact the Human Resources Office.
• Perform routine office duties: email management, filing, photocopying, sending/receiving faxes, ordering and maintaining office supplies, and maintaining electronic records, databases, and files.
• Ensure employee files are accurately processed, filed, and updated with proper employment paperwork in a timely manner.
• Assist with Form I‑9 completion.
• Move completed and eligible applications forward to hiring managers in the ATS.
• Maintain HR bulletin board (job listings, legal postings, special announcements).
• Record and track missionary leave.
• Track international travel approvals and send travel assistance brochures to traveling employees.
• Record and track employee referrals.
• Assist Employee Success Manager (ESM) with exit paperwork setup and scheduling exit interviews.
• Process vision claims and resolve vision claim issues.
• Complete accurate and timely onboarding and data entry for student contracts, student and temporary positions.
• Coordinate with Financial Aid on Federal Work Study positions.
• Complete verifications of employment for current and former employees.
• Serve as Events Coordinator – assist ESM and Benefits Manager with planning, promoting, set‑ups, and clean‑ups for HR events, benefits‑related special events, and training sessions (e.g., Christmas Celebration, Convocation, Benefits Expo/Fair, Wellness Luncheons, all‑staff meetings, and other special events as assigned).
• Assemble benefits packets and maintain an adequate, current, and correct supply of benefits forms and packets.
• Assist ESM in preparing materials for training sessions as needed.
• Maintain and update employment information on the HR portal, monitoring for accuracy, working links, and opportunities for improvements.
• Develop and implement processes or procedures to maintain an effective and efficient office.
• Schedule appointments and meetings for the VPHR and other HR staff as needed.
• Lead or contribute to Regent’s distinctly Christian activities, including worship and prayer services; perform other ministry activities such as leading devotions and Bible studies, giving communion, leading in prayer, providing spiritual ministry, sharing Regent’s religious beliefs, and modeling that everything is done “as to the Lord.”

Qualifications

• Minimum of two years college or comparable experience; Bachelor’s degree preferred.
• 2–3 years’ administrative experience in an office setting.
• Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook) required.
• Excellent written and verbal communication skills, including proper grammar.
• Accurate data entry and filing skills required.
• Knowledge of Ellucian Banner and/or Cognos a plus.
• Willingness and ability to lead or contribute to Regent’s distinctly Christian activities (worship, prayer, devotions, Bible studies, communion, spiritual ministry, sharing religious beliefs).

Skills

• Excellent interpersonal skills, including professional oral and written communication.
• High level of initiative and commitment to customer service.
• Ability to manage multiple tasks effectively despite interruptions.
• Ability to work with minimal supervision as well as collaborate as part of a team.
• High level of detail orientation with care and concern for accuracy and thoroughness.
• Ability to serve as appropriate representative for the department and the university.
• Ability to use discretion with confidential information and provide diplomacy in sensitive matters.
• Commitment to Regent’s core values of Excellence, Innovation, and Integrity.

Pay

$38,000 – $40,000 annually

Benefits

Regent offers a wide range of generous benefits including health, life and disability insurance; flexible spending accounts; tuition incentives; fully vested retirement plans; life and disability insurance options; time off; and more. All regular faculty and staff serving at Regent and working a minimum of 30 hours per week receive an attractive benefits package.