Human Resources Coordinator
University of Tennessee Libraries
Remote
The position serves as a primary resource for employees regarding routine HR procedures; and ensures compliance with university policies and practices. This position tracks and maintains HR-related data, prepares reports and documentation, facilitates onboarding, and employee engagement activities, and supports organizational excellence.
Utilizing knowledge of university policies and HR processes, this position resolves routine issues, responds to questions, and ensures compliance with established guidelines. The incumbent independently prioritizes and coordinates multiple HR, payroll, recruitment, onboarding and employee engagement activities while ensuring deadlines are met and transactions are processed accurately and efficiently. This position provides exceptional customer service to stakeholders, faculty, staff, students, and patrons.
The work location of this position is at John C. Hodges Library in the Libraries’ Administration and HR Office, which is open Monday – Friday, 8:00am – 5:00pm.
Employee Recruitment, Onboarding, Engagement & Assessment
- Recruitment:
- Coordinates administrative aspects of faculty and staff recruitment processes
- Manages recruitment materials and applicant documentation in DASH and Interfolio, including processing offers and faculty RFA documentation.
- Coordinates recruitment communications, posting announcements, interview logistics, travel arrangements, and candidate correspondence.
- Onboarding:
- Develops, updates, and maintains onboarding and relocation guides, checklists, procedures, and reference materials to promote consistency, compliance, and a positive employee experience
- Creates onboarding action plans and coordinates onboarding activities for new employees
- Collaborate with Libraries Business Services Office to request start-up funding for new faculty
- Coordinates and facilitates new-hire onboarding documentation and employment requirements for faculty, staff, student employees, and graduate assistants.
- Serves as the departmental I-9 and E-Verify Coordinator; reviews employment eligibility documentation, processes verification requirements, and maintains compliance with federal and university regulations, including remote verification procedures when applicable.
- Monitors employment documentation and personnel records to ensure completion of required actions and compliance with established deadlines and requirements.
- Administers and facilitates the Libraries’ New Employee Buddy Program and serves as a resource for employee onboarding questions and processes
- Coordinates and facilitates the libraries’ one-year onboarding program, provides training, resources and guidance to new employees; monitors completion of onboarding milestones
- Tracks onboarding process and participation; identifies gaps and recommends process improvements to enhance the employee onboarding experience
- Employee Engagement:
- Develops and administers organizational excellence & internal employee engagement activities related to the Libraries' Strategic Plan
- Serve as subject matter expert on Libraries’ Belonging & Engagement Committee and contributes to initiatives that support employee engagement and workplace culture
- Design, plan, implement, manage, and direct all internal events
- Leads the BE sub-committee to coordinate employee engagement activities, including Monthly Mingles, the Fall Picnic, retirement receptions, and other programs that promote employee connection and engagement
- Leads the annual Spirit Awards event with BE sub-committee and Spirit Award committee members, including communications, logistics, and recognition efforts
- Define clear objectives for events and ensure event engagement continuously aligns with libraries strategic plan and the organizational mission
- Develops and distributes content for new employee communications, engagement initiatives, and employee recognition programs
- Coordinates planning and logistics for the Library Pinning Ceremony to recognize graduating employees and student employees
- Maintain event inventory and budgets for assigned events and programs throughout the year; Ensure compliance with university fiscal policies
- Coordinates yearly Listening Sessions; analyzes results and prepares action items for Senior Leadership to review; implements approved activities
- Assessment:
- Tracks and maintains recruitment, onboarding, training & development and employee engagement data; compiles information, analyzes trends, and prepares reports for Libraries HR team
- Monitors participation and completion metrics for onboarding, training, and engagement programs and provides recommendations to improve effectiveness, efficiency and employee experience
- Identify objectives, establish key metrics such as total attendance, cost per attendee; Conduct post-event analysis and analyze data driven results effectively for future programs and events to continuously improve quality, impact, and efficiency
- Prepares surveys and reports findings to HR Manager and Senior Leadership
- HR Operations
- Manages, monitors and processes all faculty, staff, and student personnel transactions from hiring to separation, ensuring compliance with university policies and timely, accurate completion of personnel actions including pay changes, labor distribution schedules, personnel changes, positions changes, requisitions, moving allowances, & terminations.
- Serves as a resource to employees regarding routine HR procedures, HR DASH related transactions, and university processes; researches and resolves concerns in accordance with established guidelines
- Prepares, maintains, and manages personnel records, HR documentation, correspondence, reports, and supporting documentation, ensuring accuracy, confidentiality, and compliance with university policies and procedures.
- Updates & maintains staff directory for faculty and staff
- Liaise with other departments such as Campus HR, Payroll, Benefits & Retirement, Faculty Affairs, and other UT departments
- Student Employment
- Coordinates and administers student employment processes, including student hiring, onboarding, enrollment verification, and employment transactions.
- Maintains student employment postings, including Graduate Teaching Assistant and Graduate Research Assistant opportunities, on the libraries website and Handshake system.
- Ensure Student Library Assistants meet enrollment requirements and verify eligibility for employment each semester.
- Administers the Library Federal Work Study program and serves as the primary departmental contact for related processes and inquiries.
- Serves as payroll specialist for the library, coordinating payroll-related processes
- Facilitate management of employee and student assistant understanding of payroll procedures and payroll-related inquiries
- Reviews DASH reports to monitor biweekly time entry completion, and follows up with employees to ensure timely completion
- Processes additional compensation for monthly student workers & other employees as needed
- Researches and responds to employee inquiries regarding payroll processing, leave balances, and time reporting issues; resolves routine issues and coordinates with campus partners as needed
- Compiles and monitors family medical leave records
- Provide administrative & operational support to Dean, Senior Associate Dean, Associate Deans, Manager of Libraries HR to support departmental priorities and initiatives
- Serves as backup for Administrative Assistant, ensuring continuity of services
- Coordinates guest travel arrangements and related logistics for library special events, as needed
- Completes 1 - 3 hours of professional development each month
- Co-supervises and provides guidance, training, and support to student library assistants
- Provides office coverage and administrative support to ensure efficient day-to-day operations
- Provides other duties assigned in support of Libraries operations and strategic objectives
- High school diploma or GED and three years’ relevant experience, or an equivalent combination of education, training, and experience
- Bachelor’s degree if no experience
- Excellent oral, written, and interpersonal communication and customer service skills
- Excellent organizational and time management skills with demonstrated ability to prioritize, multi-task and meet multiple deadlines.
- Demonstrated attention to detail.
- Ability to exercise good judgment, confidentiality, and discretion in the performance of all work assignments.
- Ability to develop and maintain positive working relationships with different customers including administrators, faculty, staff, students, and stakeholders.
- Ability to work independently and in a team environment.
- Demonstrated ability to exercise initiative for problem solving.
- Ability to adapt to shifting priorities.
- Ability and willingness to learn new skills as necessary
- Bachelor’s degree
- Onboarding and/or employee engagement experience
- Payroll experience
- Two years of experience working in a busy office environment
- Experience working with Oracle or other HRIS software
- Experience working in a university environment
- Knowledge of UTK policies and procedures
- Ability to learn to use new software and web-based applications
- Skilled in Adobe Creative Suite (Acrobat Pro, Photoshop, Illustrator, Publisher), Canva, and/or Zoom