Academic Personnel Records Coordinator I

Job Title:

Academic Personnel Records Coordinator I

 Kent Campus - Kent, OH

Salary:

 $16.85/hour

Basic Function:

Responsible for the day-to-day maintenance of personnel records for processes such as employment, promotion and tenure, benefits, payroll, records retention, and reporting.  Performs a variety of administrative functions ensuring data integrity and compliance with university policies, regulations and protocols.  Maintains accurate personnel information while working independently under general direction.  Reports to designated supervisor.

Additional Basic Function – if applicable:

Examples of Duties:

Duties/essential functions may include, but not be limited to, the following: 

Researches, analyzes, prepares and processes personnel actions maintaining confidentiality of sensitive information.

Confirms accuracy and integrity of data entered and assures information is available on a timely basis; corrects and updates personnel data as needed.

Responds to inquiries and provides guidance in the completion of personnel workflows and paperwork; explains personnel policies and procedures.

Responsible for on-boarding new faculty, staff and/or graduate assistants, distributing and collecting new-hire information via electronic signature software.

Actively participates in cyclical HRIS processes including HRIS upgrades, testing of system changes, workflow implementations and year-end rolls, etc.

Assists in the development and implementation of standard operating procedures for personnel employment records.

Works directly with IT security and access management department to ensure all new hires have access to university systems in a timely manner.

Works closely with payroll department to ensure timely processing of personnel actions; reviews payroll and verifies appropriate deductions are applied to assignments.

Troubleshoots and resolves problems, determines correct pay schedule from several alternatives, contacts faculty and administrative staff to clarify or obtain information.

May prepare employment agreements for unclassified staff.

Performs related duties as required.

Additional Examples of Duties – if applicable:

Minimum Qualifications:

High school diploma or equivalent.  Two years of general office experience utilizing computer applications and/or records processing experience utilizing human resource information systems.

License/Certification:

Knowledge Of:

Records processing, maintenance and retention
Microsoft Office Suite
Digital signature software (e.g., DocuSign)

Skill In:

Written and interpersonal communication to effectively interact with university personnel and outside constituents
Providing excellent customer service 

Ability To:

Understand human resources and payroll concepts, practices and procedures
Manage time effectively and set priorities
Work with a diverse population of staff, faculty and outside constituents
Attend to details and maintain accurate records
Recognize patterns and issues in set of data and determine relevant and irrelevant data when conducting analytical work
Develop and maintain relationships with key contacts to enhance workflow and quality
Work in a high volume and high paced environment
Independently perform operational, transactional and technical tasks 
Explain information, policies and procedures to specific situations and respond to sensitive inquiries
Exercise discretion in distributing and receiving information of a confidential and sensitive nature

Preferred Qualifications – if applicable:

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which may require assessments. Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions / Physical Requirements:

None

Working Schedule:

 Monday - Friday 8am - 5pm; however schedule may vary to meet departmental needs

Additional Information:

Must pass a security check.

We are an equal opportunity employer and are committed to non-discrimination to employ and advance qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status. We comply with VEVRAA and Section 503 of the Rehabilitation Act and provide reasonable accommodations to qualified individuals with disabilities

Kent State University is committed to creating a community that is culturally and intellectually diverse and to attracting and retaining a diverse staff. We strive to create and maintain working and learning environments that respect differences, and are inclusive, welcoming, respectful and kind.

For official job descriptions, visit www.kent.edu/hr. 

Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017. Smoking and tobacco use are not permitted on any of Kent State’s campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international. For additional details, visit www.kent.edu/smoke-free.

Disclaimer:

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.