Human Resources Coordinator

Ball State University

Muncie, IN

ID: 7255896 (Ref.No. BSU43382)
Posted: June 18, 2024
Application Deadline: Open Until Filled

Job Description

The Human Resources Coordinator will serve as a vital member of the HR Solutions Center Team and is responsible for responding to and resolving customer questions and issues regarding Human Resources-related policies, procedures, and functions with a focus on delivering Human Resources in an employee-centric manner. Conduct initial research on customer inquiries/requests and resolve or escalate the case as needed. Complete a wide variety of duties within one or more functional areas of Human Resources.

BSU welcomes applicants for a full-time Human Resources Coordinator. This position is scheduled 40 hours a week. Normal work hours will be between 8am-5pm during winter hours and 7:30am-4pm during summer hours. A successful candidate must be well organized and able to multi-task in a fast-paced environment. This individual will be expected to do some but not all job functions listed on the job description as needed.

Job Function:

The Human Resources Coordinator will serve as a vital member of the HR Solutions Center Team and is responsible for responding to and resolving customer questions and issues regarding Human Resources-related policies, procedures, and functions with a focus on delivering Human Resources in an employee-centric manner. Conduct initial research on customer inquiries/requests and resolve or escalate the case as needed. Complete a wide variety of duties within one or more functional areas of Human Resources.

Minimum Education:

Associate’s degree or equivalent in business administration or related area.

Preferred Education:

Bachelor’s degree in business or HR-related area.

Minimum Experience:

Over one through three years of administrative support related experience.

Preferred Experience:

Additional years of related experience; experience with Microsoft Access and Banner.

Duties and Responsibilities:

  • Act as the first point of contact for employee support and respond to Human Resources inquiries via multiple channels (phone, email, in-person, etc.), resolve inquiries that are routine and/or of moderate complexity, and escalate more complex requests to the relevant functional area; ensure all inquiries are handled timely with consistency and accuracy.
  • Clarify the needs of the employee, collect relevant information, build rapport and respond in a professional and compassionate manner. Effectively communicate and educate callers and visitors regarding HR policies and procedures. Assist employees with navigation of various HR systems (Employee Self Service, TMS, Benefit Focus, UKG Dimensions, etc.) and may initiate some HR transactions on behalf of employees and applicants.
  • Partner with all areas of Human Resources to identify process improvements, system enhancements, knowledge resources, and communication needs. Assist with building a more robust knowledge base for the HR Solutions Center.
  • HR Coordinators will also perform work in one or more of the following areas of specialization listed below.
  • Administrative Support:Order supplies. Serve as a Notary. Review calendars and assist with scheduling appointments. Compile data for reports. Assist with the planning of a number of events (training sessions, meetings, employee conferences). Schedule rooms, make arrangements for equipment, refreshments, and room set up.
  • Benefits: Notify employees regarding qualifying events. Assist with short- and long-term disability application process. Draft and send overage letters and emails for Anthem. Review tuition remission requests and approve when appropriate. Submit retirement vendor withdrawal and transfer forms. Send retirement packets to employees and process retirement paperwork. Ensure new employees have made retirement selection decisions and that their retirement records are accurate. Review and calculate service dates for retirement in Banner, to include emeritus/honoratus dates.
  • Communications: Update web pages. Draft assigned communications, to include those items for the monthly newsletter, and send items to the Communications Center. Maintain communications calendar. Send targeted emails (Wellness Ambassadors, Supervisors, employee groups). Disseminate Qualtrics surveys and compile responses.
  • Employment: Manage the internal service hiring process. Create internal Service postings in TMS and develop corresponding yellow sheets. Pull seniority and group information from Argos reports and TMS to create internal bid sheets once posting closes. Rank top bidders and ensure eligibility to be offered the position (i.e. sick list, discipline, transfers). Run background checks for all those working with minors. Draft and send appointment letters, annual contracts, notices of tenure, etc., Assist with entering job posting ads on designated websites.
  • Onboarding:Obtain all new hire documents. Manage I-9 process including uploading into Everify and contact foreign nationals when documents expire. Assign new employees to New Employee Orientation. Send out onboarding emails. Assist with presenting the New Hire Orientation sessions.

  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Offboarding: Terminate records in Benefit focus to initiate COBRA notifications.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.