Administrative Coordinator - Human Resources

The Administrative Coordinator Human Resources provides confidential organizational and administrative support to the Chief Human Resources Officer (CHRO) and HR leaders. This role coordinates daily office operations, meetings and events, records, communications, budget administration, personnel transactions, and administrative support for hiring and onboarding. The position manages administrative priorities, monitors assigned financial and operational processes, and follows up on deadlines to support efficient HR operations and responsive customer service. This position reports to the CHRO. Responsibilities Serve as the first point of contact for internal and external Human Resources stakeholders in person and virtually. Monitor the HR email inbox, respond to routine inquiries using established procedures, and route matters requiring specialized guidance or decisions to the appropriate HR staff or HR leaders. Maintain front desk coverage and office closures. Provide administrative and project coordination support to the CHRO and HR leaders, including scheduling meetings, preparing agendas and materials, tracking action items and deadlines, and coordinating training and travel arrangements. Coordinate daily HR office operations, including: - Maintain adequate office supplies by monitoring inventory and processing orders. - Assist in coordinating maintenance requests for Building A. Maintain HR staff attendance and events calendars. Coordinate the collection and review of departmental timesheets and leave requests for completeness and route them to the CHRO or designated HR leaders for approval each pay period. Assist the CHRO and HR leaders with compiling, formatting, and coordinating the review of materials and reports for monthly Board of Trustees meetings. Provide comprehensive administrative coordination for the Human Resources department budget in support of the CHRO and HR leaders, including: - Assist with annual budget development by compiling historical expenditures, anticipated expenses, contractual obligations, and budget requests. - Monitor departmental budgets and expenditures throughout the fiscal year; maintain internal tracking records; prepare routine budget status reports; and identify items requiring review by the CHRO or designated HR leader. - Review and reconcile departmental expenditures against College financial records, research discrepancies, and coordinate corrections with the appropriate College departments. Prepare and process approved purchase requisitions, purchase orders, invoices, budget transfers, journal entries, and other financial transactions in accordance with College policies and established procedures. - Track recurring expenses, professional services, memberships, subscriptions, employee development expenditures, travel, supplies, and other HR financial commitments. Assist with budget forecasting by compiling expenditure trends, anticipated commitments, available balances, and potential variances. - Coordinate documentation and deadlines associated with annual budget development, mid-year reviews, year-end closeout, and audit or institutional reporting requests. Serve as the departmental administrative liaison with Finance and other College departments regarding routine budget, purchasing, and financial processing matters, referring decisions requiring budget authority or policy interpretation to the CHRO or appropriate HR leader. Work with the CHRO and HR leaders to draft, format, coordinate review of, and distribute approved department communications and materials for meetings and events. Prepare, submit, and track assigned Electronic Personnel Action Forms (EPAFs) and related personnel transactions in accordance with established College procedures. Review submissions for completeness, maintain supporting documentation, follow up on outstanding items, and refer questions, exceptions, or approval decisions to the appropriate HR staff or HR leaders. Perform other duties as assigned.