HRIS and Operations Coordinator

HRIS and Operations Coordinator (0.50 FTE)

Part-Time | non-exempt | Approximately 20 hours per week

About The Northwest School

The Northwest School is an independent day and boarding school serving students in grades 6–12 on an urban campus in Seattle’s Capitol Hill neighborhood. As Seattle’s only day and boarding school, Northwest offers a distinctive educational experience that combines rigorous academics with experiential, interdisciplinary learning in a vibrant city setting.

Our liberal arts program nurtures compassionate, globally aware, and environmentally conscious students who find joy in learning and are prepared to engage thoughtfully and creatively in an interconnected world. Northwest is a warm, inclusive community grounded in shared values and a deep commitment to belonging.

We believe diversity strengthens our school and are dedicated to building a faculty and student body that reflects the broader society. We strongly encourage candidates from underrepresented groups to apply.

Position Summary

The HRIS and Operations Coordinator provides administrative and transactional support to the Human Resources Department. Reporting to the Director of Human Resources, this position serves as the department's primary HRIS administrator and is responsible for processing employee transactions, maintaining HR data integrity, supporting payroll and benefits administration, and ensuring the accurate administration of employee information in Paycom. This role plays a critical part in ensuring employees receive accurate pay, benefits, and HR support while maintaining the integrity of the school's HR data. Success in this role depends on exceptional attention to detail, strong technical aptitude, sound judgment, and the ability to manage a high volume of HR transactions with accuracy and confidentiality. This position works closely with employees across the school and plays an important role in delivering responsive, accurate, and service-oriented HR support while maintaining the integrity of the school's HR systems and processes.

Essential Responsibilities

HRIS (Paycom) Administration

• Serve as the department's primary Paycom administrator for day-to-day transactions.
• Process employee hires, transfers, promotions, compensation changes, and separations.
• Maintain employee demographic, position, and organizational records.
• Assist with onboarding and offboarding workflows.
• Process electronic personnel actions and ensure data integrity.
• Generate routine and ad hoc HR reports.
• Assist with Paycom system testing and implementation of new features.
• Troubleshoot employee and manager Paycom questions.
• Monitor data accuracy and proactively identify discrepancies.
• Recommend opportunities to improve HR workflows, automate processes within Paycom, and increase operational efficiency.

Employee Records & HR Administration

• Maintain personnel files in accordance with federal, state, and school record retention requirements.
• Process employment verification requests.
• Prepare employment letters and HR correspondence.
• Track required licenses, certifications, and required trainings.
• Prepare and process employment documents related to compensation and contract changes under the direction of the Director of Human Resources.
• Coordinate new hire paperwork and onboarding documentation.
• Conduct routine audits of employee and payroll data to ensure accuracy and identify discrepancies before payroll processing.

Payroll & Benefits Support

• Assist with monthly payroll preparation and auditing.
• Review timekeeping records for completeness and accuracy.
• Support benefit enrollment and qualifying life event changes.
• Assist employees with routine benefit and Paycom questions.
• Coordinate benefits documentation with carriers and vendors.
• Prepare reports for payroll, benefits, and audits.
• Coordinate annual HR processes such as contract distribution, benefits open enrollment, annual required trainings, and personnel record updates.

Talent Acquisition Support

• Post job openings in Paycom.
• Monitor applicant workflow.
• Coordinate candidate communications.
• Prepare offer letters and hiring documents.
• Coordinate pre-employment screening, background checks, reference checks, and new hire onboarding.

Compliance & Reporting

• Assist with annual compliance reporting.
• Process documentation and maintain records related to workers' compensation claims and leave administration.
• Prepare reports for audits and regulatory requests.
• Support HR operational projects and continuous improvement initiatives.

Customer Service

• Serve as a first point of contact for routine HR questions.
• Monitor and respond to questions in shared HR email inbox. Elevate to Director of Human Resources as appropriate.
• Provide excellent customer service to faculty.
• Escalate complex employee relations matters to the Director of Human Resources.
• Maintain strict confidentiality regarding employee information.