What are the responsibilities and job description for the Human Resources Coordinator II - Onboarding/Records position at University of Texas at Dallas?
Job Summary
Under the direction of the Onboarding Specialist, the Onboarding Coordinator performs a variety of professional and administrative duties in support of new employee onboarding, including I-9 verifications, records management, and remote work practices.
The Onboarding Coordinator plays a key role in delivering a smooth, compliant, and welcoming experience for all new employees. The position is responsible for managing and maintaining accurate employee files, completing I-9 verifications, coordinating new-hire documentation, and supporting remote-work setup and processes.
The coordinator ensures that all onboarding activities meet legal and organizational requirements while providing timely communication, guidance, and support to new hires and internal teams. With strong attention to detail and a focus on efficiency, the Onboarding Coordinator helps create a positive first impression and establishes a solid foundation for employee success from day one.
Minimum Education and Experience
- High School diploma or equivalent
- 2 years of HR or administrative experience
Preferred Education and Experience
- Associate’s or Bachelor’s degree
- 3–4 years of related HR support experience
- Experience managing I-9 verifications
To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.
Essential Duties and Responsibilities
Essential Duties and Responsibilities:
- Review, prepare, and scan employee documents into the electronic records management system, ensuring accuracy, completeness, and proper indexing.
- Verify that all required employment documents are properly filed and retained.
- Conduct periodic audits of employee records to ensure compliance with retention policies and federal/state recordkeeping laws.
- Coordinate and provide administrative support for new hire onboarding.
- Ensure new hire documents are completed, process I-9 verifications, and scan documents to electronic personnel files.
- Maintain I-9 files, perform periodic I-9 audits, and conduct reverifications as required.
- Collaborate with stakeholders to streamline the electronic onboarding process.
- Help manage the Research and Teaching Assistant recruitment and hiring process each semester.
- Enter new hire requests into the PeopleSoft system.
- Monitor shared HR email inboxes, triage incoming messages, and assign inquiries to appropriate HR staff for resolution.
- Review and approve independent contractor requests within the eProcurement system, ensuring compliance with organizational policies.
- Prepare and submit required reports to the Office of the Attorney General and other agencies as needed.
- Support the administration and tracking of remote work requests and related documentation.
- Perform other duties as assigned to support the mission and goals of the Human Resources department.
Knowledge, Skills, and Abilities:
- Strong attention to detail and organizational skills.
- Ability to handle sensitive and confidential information with discretion.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Ability to prioritize and manage multiple tasks in a fast-paced environment.
- Exceptional organization and time-management skills.
- Ability to collaborate with cross-functional teams.
- Ability to adapt to changing processes, technologies, and remote-work requirements.
- Customer service and relationship-building skills.
Physical Demands and Working Conditions
- Sedentary to light work, primarily sitting
- Standard office environment
- Repetitive use of keyboard at a workstation
- Use of standard office equipment
Remote Work Notice
After completion of training and with manager approval, this position is eligible for a hybrid work schedule. Employees must be located within the Dallas/Fort Worth Metroplex area and have the ability to be on campus for work activities as scheduled and/or with 24-hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required upon employment, and use of personal computer, internet, and other standard equipment may be required. Remote work arrangements are subject to regular review and re-approval and may be canceled at any time.
What We Can Offer
UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefit package including:
Competitive Salary
Tuition Benefits
Internal Training
Medical insurance – including 100% paid employee medical coverage for full-time employees
Dental Insurance
Vision Insurance
Long and short-term disability
Retirement Plan Options
Paid time off
Paid Holidays All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.
Visit https://hr.utdallas.edu/employees/benefits/ for more information.
Special Instructions Summary Important Message
After completion of training and with manager approval, this position is eligible for a hybrid work schedule. Employees must be located within the Dallas/Fort Worth Metroplex area and have the ability to be on campus for work activities as scheduled and/or with 24-hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required upon employment, and use of personal computer, internet, and other standard equipment may be required. Remote work arrangements are subject to regular review and re-approval and may be canceled at any time.
What We Can Offer
UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefit package including:
Competitive Salary
Tuition Benefits
Internal Training
Medical insurance – including 100% paid employee medical coverage for full-time employees
Dental Insurance
Vision Insurance
Long and short-term disability
Retirement Plan Options
Paid time off
Paid Holidays All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.
Visit https://hr.utdallas.edu/employees/benefits/ for more information.
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.
