HR Coordinator - Benefits, Compliance, and HRIS

Position Classification: Full-Time, Non-Exempt; This position is designated as confidential and is not represented by a collective bargaining unit.

ESSENTIAL JOB FUNCTIONS

Student Employment & Federal Work-Study (FWS) Support

• Own the administrative experience of the student employment and Federal Work-Study (FWS) programs, acting as the go-to resource for students, on-campus supervisors, and the Financial Aid Office from hire through separation.

• Guide student employment authorizations and job placements from start to finish, confirming FWS award eligibility and funding source in close partnership with the Financial Aid Office.

• Lead I-9 verification and onboarding for student employees — managing new hire paperwork, work authorization, and system setup — and serve as the in-office subject-matter resource for student employment questions.

• Track student employee work-hour limits and FWS award balances throughout the term, proactively flagging eligibility or funding concerns to supervisors and Financial Aid before they become issues.

• Manage the timesheet submission and approval cycle for student employees, partnering with supervisors and Payroll to catch and resolve discrepancies so students are paid accurately and on time.

• Coordinate the posting and tracking of student employment positions across departments, keeping records of student job assignments and status changes accurate and current.

• Drive reappointments, department transfers, and end-of-term or graduation offboarding for student employees, including closing out personnel files.

• Serve as the first line of response for the Student@ inbox, resolving routine questions directly and routing complex eligibility, funding, or compliance issues to the HR Manager or Director, Total Rewards.

• Help plan and deliver annual student employment onboarding events and communications, including new academic year orientation materials for student hires and their supervisors.

Benefits, Leave & Compliance

• Manage the shared Total Rewards inboxes, including Benefits@, WorkersComp@, and HR@, resolving inquiries directly and routing more complex matters promptly to the right team member.

• Prepare and submit Public Service Loan Forgiveness (PSLF) certification requests on behalf of employees.

• Handle Employment Development Department (EDD) claims and correspondence, including unemployment and disability matters, from intake through resolution.

• Complete employment verification requests with accuracy and a fast turnaround.

• Own monthly ACA compliance reporting and data reconciliation, ensuring the Institute’s filings are accurate and on time.

• Guide employees through leave of absence paperwork and tracking (e.g., FMLA, CFRA, workers’ compensation leaves), in partnership with the HR Manager.

• Play a key role in the annual open enrollment period, coordinating communications, data entry, and vendor logistics to ensure a smooth employee experience.

• Maintain and route personnel files with a high degree of accuracy, coordinating with the HR Coordinator, Talent Acquisition & HR Operations to keep recordkeeping consistent and audit-ready.

• Perform data entry and routine audits within the HRIS (Paycom), safeguarding the integrity of employee data.

• Provide responsive administrative support to the HR Manager and the Director, Total Rewards.

• Process monthly insurance invoices in a timely manner for accounting and payment.

• Take on additional projects and duties as assigned, contributing wherever the team needs support.