Administrative Coordinator - Human Resources

The University of Texas Permian Basin's Department of Human Resources welcomes applications for the position of Administrative Coordinator

Salary Range

$45,000.00 - $48,000.00 depending on qualifications

Essential Functions

The Human Resources Administrative Coordinator plays an important role in supporting the Office of Human Resources through confidential administrative coordination, onboarding support, HR records tracking, compliance-related documentation, and responsive service to employees, applicants, departments, and campus partners. This position supports the daily operations of HR by coordinating new-hire and onboarding processes, maintaining accurate records and tracking tools, assisting with background check and I-9 documentation, supporting HR audits and reporting, and helping ensure that HR workflows are completed accurately and timely. The role is well suited for a detail-oriented professional who can manage sensitive information, communicate professionally, and support consistent HR processes across the university.

1. Perform day-to-day administrative and coordination functions in support of the Office of Human Resources, including records maintenance, database updates, appointment coordination, report preparation, reception support, and routine office correspondence.

2. Serve as a first point of contact for HR visitors, calls, emails, and routine inquiries, providing accurate information when appropriate and routing matters to HR staff or leadership when additional review is needed.

3. Maintain confidential HR records, spreadsheets, files, and tracking systems with discretion and accuracy, including employee, applicant, onboarding, and compliance-related information.

4. Coordinate applicant and new-hire administrative processes, including candidate documentation, background check tracking, onboarding follow-up, and communication with departments and new employees.

5. Complete monthly Form I-9 audit support and assist with I-9 documentation tracking, follow-up, and records maintenance in accordance with university procedures.

6. Support international employee documentation processes, including Glacier database support and collection or tracking of required documentation.

7. Maintain the New Hire tracking spreadsheet and assist with monitoring timely submission and completion of related eForms and onboarding documentation.

8. Track onboarding milestones and communicate with departments, hiring managers, and new employees to help ensure required tasks are completed timely.

9. Support the maintenance of HR process checklists, templates, procedures, forms, and reference materials related to onboarding, records, audits, and administrative workflows.

10. Assist with HR records and audit preparation by compiling documentation, reconciling tracking tools, identifying missing items, and routing issues for HR review.

11. Coordinate selected offboarding or clearance documentation when assigned, including tracking completion of required forms or employee record updates.

12. Assist with tracking HR deadlines, projects, process updates, or recurring administrative deliverables assigned by HR leadership.

13. Order and maintain office supplies and materials, coordinate office equipment needs, and support a professional and organized HR office environment.

14. Communicate professionally with employees, applicants, students, faculty, staff, vendors, and university partners while maintaining confidentiality and a service-oriented approach.

15. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

Required Qualifications

1. Bachelor's degree*

2. Three (3) years of progressive administrative, human resources support, coordination, onboarding, records-management, or related office experience.

3. Experience maintaining confidential records, spreadsheets, databases, or electronic tracking systems.

4. Experience coordinating administrative processes, tracking deadlines, and communicating with multiple stakeholders.

5. Demonstrated ability to handle confidential information with discretion and accuracy.

• Experience may be considered in lieu of education.

Preferred Qualifications

1. Bachelor's degree in human resources, business, communications, public administration, or a related field.

2. Three (3) or more years of HR administrative, onboarding, employee records, payroll, or compliance support experience.

3. Experience with PeopleSoft, eForms, applicant tracking systems, onboarding systems, HRIS platforms, Glacier, or comparable HR/workforce systems.

4. Experience supporting I-9 documentation, background checks, onboarding, employee records, HR audits, or personnel action tracking.

5. Experience developing or maintaining process documentation, templates, checklists, forms, or standard operating procedures.

6. PHR, SHRM-CP, or related HR training/certification.

Additional Information

Required Application Materials

1. Cover Letter

2. Resume

3. List of References

4. Transcripts (Preferred)

5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

2. Employment is subject to an introductory period to monitor employee performance.

3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.

4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.

5. Employment is contingent upon a successful background check.

6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 - 5:30 pm; Friday, 8:00 am - 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1. Able to lift various materials up to 25 pounds on an occasional basis.

2. Able to bend, crouch, and reach continuously.

3. Physically able remain seated, frequently to continuously.

4. Able to remain standing up to 15% of the time.

5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.

6. Standard working conditions may differ depending on department and occupation

University Benefits

1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.

2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.

3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.

4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!

5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country - full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin - which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.

Visit our social media sites below for more information.

LinkedIn Facebook Instagram Twitter YouTube

Thank you for your consideration in today's job market. We look forward to connecting with you more in the future.