Human Resources Coordinator - Office of the Vice President for Research

Job Posting Title:

Human Resources Coordinator, Office of the Vice President for Research

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Hiring Department:

Office of the Vice President for Research

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The mission of the Office of the Vice President for Research (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

UT Austin offers a competitive benefits package that includes:  

• 100% employer-paid basic medical coverage  
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Hybrid telework

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

The Human Resources (HR) Coordinator serves as an integral member of the OVPR Human Resources team, providing operational, transactional, and administrative support to facilitate the effective delivery of human resources services across the research enterprise. Reporting to the HR Director and working closely with Senior HR Coordinators, the position supports recruitment, onboarding, employee lifecycle management, Workday business processes, leave and timekeeping administration, and other HR operations. Through strong attention to detail, customer service, and process management, the HR Coordinator helps ensure compliance with University policies, promotes operational excellence, and contributes to a positive employee experience for OVPR staff, managers, and student employees.

Responsibilities

Workday Transaction Processing and Tracking

• Accurately initiates and processes Workday transactions in accordance with the OVPR HR standard procedures, including job requisitions, candidate disposition activities, hires, personnel data changes, compensation changes, organizational assignments, leave payouts, and terminations. 
• Maintains accountability for tracking business processes from initiation through completion, proactively monitoring in-progress transactions, following up with reviewers, and partnering with Senior HR Coordinators to resolve issues. 
• Ensures compliance with the University’s policies and procedures and established OVPR HR procedures.

Workload Management and Customer Service

• Prioritizes and coordinates multiple assignments while maintaining a high level of accuracy, responsiveness, and customer service. Effectively manages competing deadlines and communicates proactively regarding workload priorities and emerging issues.
• Partners closely with Senior HR Coordinators to support the needs of designated units. Maintains regular communication regarding personnel actions, onboarding activities, and time-sensitive HR processes to ensure timely and accurate completion of work. 
• Participates in ongoing training and professional development opportunities to strengthen HR operational expertise and knowledge of University policies and procedures.

Communication

• Proactively monitors HR transactions, employee lifecycle activities, and operational processes to identify potential delays, issues, or compliance concerns. Maintains ongoing communication with Senior HR Coordinators regarding the status of critical actions, outstanding approvals, employee needs, and emerging concerns to facilitate timely resolution and ensure high-quality HR service delivery. 
• Develops and distributes regular OVPR HR communications, including weekly employment opportunity announcements and monthly new hire updates.

Student Employment and Affiliates Administration

• Serves as the primary coordinator for student employment activities across the OVPR portfolio. Manages the full student employee lifecycle, including recruitment support, hiring, onboarding, personnel changes, and separations. Provides guidance to managers on student employment processes and University requirements.
• Coordinates affiliate appointments for assigned OVPR units, including initiating appointment requests, tracking renewals and expirations, maintaining accurate records, and ensuring required documentation is completed in accordance with University policies and procedures. Proactively communicates with sponsors regarding upcoming expirations, appointment changes, and compliance requirements to support uninterrupted affiliate access and engagement.

Team Support and Special Projects

• Provides cross-functional support to OVPR HR team members and serves as backup coverage as needed. 
• Assist with process improvement initiatives and special projects.

Onboarding, Offboarding, and Compliance Administration

• Coordinates onboarding and offboarding activities, including initiating background checks, launching Flexible Work Arrangement (FWA) agreements, and submitting required technology access requests in accordance with the OVPR and University’s policies and procedures. 
• Ensures personnel records and Workday entries are completed accurately and timely. 

Timekeeping and Organizational Data

• Serves as a timekeeper for assigned units; reviews employee timesheets for completeness and compliance with University policies. Monitors payroll deadlines, runs timekeeping reports, communicates with employees and managers regarding outstanding actions, and assists with resolution of timekeeping issues.
• Maintains organizational charts and personnel files for assigned units with the most current and accurate information.

Performs other duties and special projects as assigned.

Required Qualifications

• Bachelor’s degree plus a minimum of 2 years of human resources experience.
• Demonstrated attention to detail and ability to maintain a high degree of accuracy when processing transactions, maintaining records, and managing multiple assignments simultaneously. 
• Ability to work both independently and collaboratively in a team-oriented environment while managing competing priorities and meeting established deadlines. 
• Strong written and verbal communication skills, with the ability to communicate professionally and effectively with colleagues at all organizational levels. 
• Demonstrated customer service skills with the ability to respond to inquiries in a timely, professional, and solution-oriented manner. 
• Ability to exercise sound judgment and discretion when handling sensitive and confidential information. 
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams. 
• Proven organizational and problem-solving skills with the ability to proactively identify issues and follow through to resolution.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• 2+ years of human resources experience at UT Austin.
• Knowledge of University of Texas at Austin human resources policies, procedures, and business processes.
• Proficiency with University of Texas at Austin’s Workday business processes, including recruitment, hire, change job, compensation, termination, and supervisory organization transactions.
• Experience coordinating onboarding and offboarding activities, including background checks, technology access requests, and employment compliance requirements.
• Experience serving as a departmental timekeeper or supporting time and absence management processes. 
• Experience coordinating student employment activities, including hiring, onboarding, and employment changes. 
• Experience monitoring and tracking complex business processes to ensure timely approvals, compliance, and successful completion.

Salary Range

$55,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation

Required Materials

Please mark "yes" on the application question that asks if additional materials are required. Candidates who fail to attach all additional materials listed, may not be considered for the position.

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.