Human Resources Records Coordinator - State Service at UTHealth in Houston, Texas

Job Description:

Position Summary:

Responsible for ensuring all prior state services are accounted for incoming and outgoing employees. This position will partner with other state institutions and internal departments to ensure appropriate documentation requirements are met in alignment with state regulations. In support of collecting and maintaining employment records, they are responsible for navigating through the I9 escalation process and auditing completions. This role will also provide onsite assistance for visitors arriving at the front desk of Human Resources. You will need to be an effective collaborator who will work with a variety of departments across the organization.

This is a full-time position. During training, you will need to come into the office each working day, but this role may move to a more hybrid schedule with the manager's approval. Because of duties involving helping the front desk, at times, it will never be completely remote.

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us, you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave days, both vacation and sick time - all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' well-being is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts include entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus, many more!

Position Key Accountabilities:

• Manages all prior state-related inquiries with a focus on customer service, attention to detail, and efficiency.
  Responds to phone or email requests from department contacts, employees, or new hires in a timely, professional, and informative manner.
• Oversees and researches incoming submissions for prior state service from new hires and ensures the accuracy of all data entry into employment records on the service panel in HCM promptly while tracking volume.
• Receives outgoing requests from previous employees and other state organizations for prior state service inquiries and responds timely with verified information.
• Maintains data integrity of all records of new hires and outgoing employees in HCM.
• Efficiently coordinates communication with the Benefits and Payroll department regarding leave accrual requests for direct state transfer of new hires and outgoing employees while ensuring seamless service transitions by meticulously validating data in service panels and taking necessary actions when required.
• Research and investigate inquiries not recorded in the HCM system by collaborating with Academic Technology and exploring additional record repositories as needed.
• Regularly generates productivity and current prior state service population reports monthly, while handling ad hoc reporting as required.
• Participates in the evaluation of Prior State Service process effectiveness and actively seeks opportunities for continuous improvement to enhance its efficiency and impact.
• Coordinates timely completion of I9 forms by all new hires within the initial 3 days of employment, acting as the primary escalation contact to promptly inform leadership in cases of non-compliance as outlined in the triaging process.
• Conducts a monthly audit of the I9 completion process for new hires, ensuring compliance with the 3-day deadline and promptly reporting any discrepancies or issues to management.
• Oversees the initial entry of new hire verifications for licenses and certifications necessary for employment in HCM by maintaining the HCPC checklist monthly.
• Provides secondary front desk support to onsite Human Resources visitors, including I9 processing, badge creation, new hire appointments, visiting scholars, and other needs presented.
• Proactively identifies and presents innovative solutions and continuous process improvement opportunities to optimize efficiency and effectiveness with a customer-centric focus across all job functions.
• Performs other duties as assigned.

Certification/Skills:

• Excellent customer service
• Demonstrate effective and timely communication verbally and written
• Excellent critical thinking and independent judgment
• Ability to analyze information and determine the best course of action
• Must be able to work independently in a fast-paced environment
• Ability to create strong working relationships utilizing a variety of communication methods
• Ability to multitask Ability to research, collect, and organize data for analysis
• Experience with MS Office

Minimum Education:

High School Diploma or equivalent required

Minimum Experience:

3 years of experience in an office or administrative area required

Prefer candidates who have previously worked in human resources

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

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