On/Offboarding Logistics Coordinator

Description:

Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.

• Send onboarding information to new hires regarding I‐9 employment eligibility requirements and follow up as needed.
• Send onboarding/offboarding checklists to new employees and hiring managers/department administrators and track completion.
• Serve as primary contact with departments for contingent and student hiring; consult with HR Consultants (HRCs) as necessary.
• Coordinate with department leads to initiate provisioning and deprovisioning of equipment, systems access, and office set‐up.
• Track paperwork completion and manage record retention in accordance with policy.
• Interface with Payroll, including preparation and distribution of applicable forms.

HRIS / Reporting / Payroll Interface

• Upload, edit, and submit job descriptions in PeopleSoft and Smart Recruiters as applicable.
• Create dashboards and metrics for multiple client groups to support evidence‐based decision‐making.
• Provide reports and analytics for clients as needed.

Proforma and Nonstandard Letters / Document Preparation

• Draft and send confirmation of title changes, promotions, grade changes, and extension letters using approved templates.
• Provide project coordination support, including developing issue flags for escalation to HR Consultants or HR leadership.

Unemployment Administration

• Upon vendor notification, prepare and submit unemployment claims; coordinate with HR Consultants and Payroll as needed to ensure accuracy and timeliness.

Oversight of Internal Documentation

• Organize, manage, and maintain digital files (local HR SharePoint) to ensure ease of access and version control.
• Maintain personnel files digitally (ECM) and, as needed, in hard copy, ensuring compliance with regulations, laws, and internal retention schedule policies.

HR Communications and Engagement

• Draft employee communications supporting engagement efforts (e.g., wellness events, performance review cycle updates, process reminders, and best practices).
• Distribute updates to the HR Consulting team, including key meetings/briefings, vacation coverage, and recognition of birthdays or service milestones.