Office Coordinator

Position Title: Office Coordinator

Department: Human Resources

Advertised Pay: Base $18.54/hour with potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

Application Review: Application review will begin as applications are received and will continue until the position is filled. 

Position Summary: This position is responsible for providing administrative support and coordination for Human Resources and is responsible for delivering prompt, accurate, and exemplary customer service to administrators, faculty, staff, students, applicants, and external constituents through multiple methods of communication. This position serves as a primary point of contact for the office and performs a wide variety of administrative, records management, compliance, and operational support functions with minimal supervision.

About Washburn University: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

Essential Functions:
• Serve as a point of contact for Human Resources by greeting visitors, answering incoming phone calls, and responding to inquiries or directing individuals to the appropriate office or staff member for assistance. Provide courteous and professional customer service, particularly when assisting individuals experiencing sensitive or urgent personnel-related matters.
• Provide office coordination and administrative support for Human Resources operations, including scheduling meeting rooms, assisting with mail merges, maintaining office supplies, placing food orders, and supporting general office workflow and communications.
• Facilitate the completion of employee and student Form I-9 processes by assisting individuals with understanding federal requirements, reviewing documentation, completing employer verification requirements, and ensuring forms are processed and retained accurately in accordance with federal regulations.
• Process employment verifications, Public Service Loan Forgiveness (PSLF) employment certification requests, address changes, transcript requests, and other employment-related documentation in a timely and accurate manner.
• Assist with imaging, scanning, indexing, retrieval, and correction of personnel and employment records within electronic document management systems, including personnel documents, performance evaluations, employment verifications, and new hire documentation.
• Assist Talent Acquisition by transferring application materials from the applicant tracking system to personnel files, posting open positions to designated websites, organizing recruitment files for records retention, and supporting other recruitment-related administrative processes.
• Maintain and update employee and applicant records within institutional systems, including updates related to certifications, verified credentials, background checks, motor vehicle records (MVR), and other employment compliance requirements.
• Assist with Human Resources system maintenance and data cleanup activities, including student employee job terminations in Banner, inactivation of SIAINST records, and PEAEMPL record maintenance.
• Prepare and submit required reports and documentation, including the Kansas Department of Labor bi-monthly report and other compliance-related reporting requirements.
• Support Human Resources financial and administrative processes, including Concur-related administrative assistance and coordination of departmental documentation and forms.
• Assist with maintaining and updating Human Resources forms, webpages, and online information to ensure materials are current, accurate, and appropriately accessible.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor’s degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
• Demonstrated effective communication and customer service skills.
• Proficient skills in proofreading and using Microsoft Word.
• Proven ability to work with colleagues in a team-oriented environment and complete assignments independently.
• Ability and willingness to learn and use new computer software.
• Proven ability to maintain confidentiality in the workplace.

Preferred Qualifications:
• At least one year of professional experience working in a Human Resources department.

Special Instructions to Applicants: The interview process will require completing a skills assessment to determine candidates’ proficiency in the software and skills needed to perform the position's essential functions. The information will be provided to selected candidates during the interview process.

Hourly, Full-time, Mon-Fri, 8am-5pm   
Background Check Required