Human Resources Coordinator, Staff Support

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Description

The HR Coordinator, HR Staff Support provides advanced administrative, operational, and financial support to the Human Resources Department and the Vice President, Human Resources (VPHR). This position serves as the frontline customer service representative for the HR department in the Winter Haven HR Office, supporting employees, students and candidates. The position serves as an administrative resource for departmental activities, assists with confidential HR processes, coordinates purchasing and budget-related transactions, and ensures efficient operations through effective communication, organizational support, and customer service. The incumbent handles sensitive and confidential information, supports HR initiatives and projects, processes purchase orders, reconciles department expenditures, and serves as a liaison with internal departments, vendors, and external partners.

Essential Functions/Duties

• Customer Service and Communications
• Serve as a forward-facing point of contact and provide exceptional customer service for internal and external stakeholders regarding HR administrative matters.
• Ability to establish a positive rapport with colleagues, students, candidates, and community stakeholders in a fast-paced environment through friendly, attentive, and professional interactions while handling sensitive and confidential information.
• Facilitate communication between the Human Resources Department and other organizational departments.
• Ensure HR communications are compliant with regulations, such as accessibility requirements.
• Assist in maintaining department intranet via Share Point.
• Assist with other communications, such as newsletters and department emails.

• Administrative Support
• Provide comprehensive administrative support to the VPHR and Human Resources team.
• Oversee proper attention and maintenance of multiple shared emails and calendars.
• Manage team and leadership calendars, scheduling, meeting coordination, travel arrangements, and event logistics.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Coordinate department meetings and maintain official records and documentation.
• Track and monitor departmental projects and deadlines.
• Scan, label, and file documents into official system of record. Maintain digital files.

• HR Department Support
• Respond to employee inquiries and direct requests to appropriate HR staff.
• Assist with recruitment and onboarding activities, including scheduling interviews, preparing onboarding materials, and onboarding new employees.
• Manage mail intake and distribute in accordance with applicable laws and organizational policies.
• Coordinate and/or support HR programs such as professional development and committee assignments, employee engagement initiatives/events, training activities, and special projects.
• Maintain the confidentiality of personnel information and sensitive organizational data.

• Purchasing and Financial Administration
• Prepare, process, and track purchase orders for Human Resources departmental purchases.
• Coordinate procurement requests and ensure compliance with organizational purchasing policies and procedures.
• Process invoices and monitor purchases for accuracy and budget compliance.
• Perform monthly purchasing card (P-Card) reconciliations and expense reconciliations.
• Maintain records of expenditures and prepare reports related to departmental spending.
• Work closely with Finance, Accounts Payable, and vendors to resolve purchasing and payment discrepancies.
• Assist the VPHR in monitoring departmental budgets and expenditures.
• Maintain, organize and purchase department supplies.
• Complete Requests for Personnel Action as needed for new hires, internal moves, and stipends.
• Prepare mileage reports and process other reimbursement documents as needed.

• Records and Compliance
• Ensure compliance with applicable organizational policies and procedures.
• Learn and support compliance with federal, state, and local employment regulations.
• Support audits and provide documentation as requested.
• Ensure regulatory poster posting compliance.
• Assist with employee file and public records requests as needed.

• Other Duties
• Participate in special projects and departmental initiatives.
• May assist at job fairs or other HR functions.
• Perform related duties as assigned.

Typical Qualifications

• Required Knowledge, Skills, and Abilities
• Knowledge of office administration and business support practices.
• Exceptional customer service skills with the ability to create a welcoming, engaging environment and positive interpersonal interactions.
• Advanced organizational and relationship-building skills with high emotional intelligence.
• Knowledge of human resources principles, practices, and confidentiality requirements.
• Knowledge of purchasing, invoice processing, budget tracking, and reconciliation procedures.
• Proficiency with computer software and virtual communication platforms including but not limited to Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams, Zoom, and WebEx.
• Ability to prepare reports and maintain accurate financial and administrative records, with strong attention to detail.
• Ability to manage multiple assignments, priorities, and deadlines.
• Ability to exercise sound judgment, maintain confidentiality, and work independently, follow processes with little direction.
• Strong written and verbal communication skills.

• Preferred Qualifications
• Notary Public or willingness to become a Notary Public.

• Working Conditions/Additional Information
• This position is a full-time on-campus position located at our Winter Haven campus and will occasionally travel between College campuses and community locations as necessary. (Remote/hybrid options are not available.)
• Weekend and evening work may be required.
• Position may occasionally be required to work during College closures (such as winter/spring break, holidays, and inclement weather closures).
• Reliable transportation is required for travel to campuses, centers, and community locations. Possession of a valid Florida’s Driver’s License is required (or must be eligible to obtain a Florida’s license within 30 days).
• Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 10-15 pounds.
• This job also entails frequently communicating, discerning, and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus.
• Cognitive abilities include but are not limited to frequently using discretion, judgement, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving and decision-making.

• Salary and Benefits Information
• This position is level P12.

We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers among other perks.

• Required Education
• Associate degree in Business Administration, Human Resources, Public Administration, Accounting, Finance, or a related field.

Required Experience

• Three (3) years of increasingly responsible administrative support experience.

OR

• Alternate Required Education and Experience
• High School Diploma (or equivalent) with 5 years of increasingly responsible administrative support experience.

• Preferred Education
• Bachelor's degree in a related field preferred.
• Professional certification related to administrative support, human resources, or public administration preferred.

• Preferred Experience
• Experience supporting executive level leadership.
• Experience working in a Human Resources department.
• Experience with ERP, HRIS, purchasing, and financial management systems, such as Ellucian Banner, NEOED/NEOGOV, or Etrieve software.
• Experience with purchasing, accounts payable, budget administration, or financial reconciliation.
• Experience working in higher education environments.
• Experience supporting or planning events and/or engagement activities.

Supplemental Information

Submissions that do not include all parts of the following required information will not be considered:

• a resume.
• an electronic job application (all sections MUST be completed).

• Important Information
• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
• To request Veteran’s Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
• Polk State College is a drug-free workplace.
• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis.
• Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g., F-1 STEM OPT, H-1B, TN, J1, etc.) will not be considered.
• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
• Polk State College does NOT provide relocation assistance for this position.

Equal Opportunity Statement Polk State College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities, or employment. For information about the College’s equal access and equal opportunity policies and procedures, or to file a complaint, please contact:

Title IX Coordinator

3425 Winter Lake Road

Lakeland, FL 33803

863.669.2903

compliance@polk.edu

For additional information, visit polk.edu/compliance

We encourage applicants to provide feedback on their experience or request help at Careers@polk.edu.