HR Compliance & Administrative Coordinator

HR Compliance & Administrative Coordinator

The HR Compliance & Administrative Coordinator provides specialized administrative and compliance support to the Senior Vice Chancellor's Office – Health Sciences (SVCOHS) Human Resources team. This role serves as a key liaison across a range of HR compliance programs — including Child Protection Clearances, FMLA, and Workers' Compensation — while coordinating student worker processes, managing personnel records, and delivering guidance to department supervisors and staff on HR policies, procedures, and reporting requirements.

Key Responsibilities:

• Serves as the primary administrative resource for the SVCOHS HR Team, including the Associate Vice Chancellor and Directors; supports special projects and HR initiatives as assigned.
• Acts as the RC Child Protection Clearance (CPC) Specialist; provides compliance guidance to departments and serves as the Pro Verify and OHR compliance liaison.
• Functions as the Health Sciences FMLA liaison; coordinates leave correspondence, retrieves leave details, and partners with OHR Benefits on staff leave matters.
• Manages personnel file administration, new hire provisional paperwork collection, and compliance outreach and reporting.
• Serves as the Student Worker Liaison and final approver for student job offers; provides training and ongoing support to student workers and their supervisors.
• Monitors and follows up on weekly missing timecard reports to ensure timely payroll submission for staff and students.
• Tracks annual staff performance appraisal completion and Staff Recognition Awards eligibility and distribution.
• Distributes monthly benefits and expense information; coordinates Workers' Compensation correspondence and annual reporting notices to HR liaisons.
• Forwards and tracks Supervisor Essentials training participation and completion across departments.
• Drafts, prepares, and distributes communications and presentation materials on behalf of the SVCOHS HR Team, ensuring accuracy and alignment with university guidelines.

Job Summary:

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions:

• Complexity:
  The role involves specialized HR functions (FMLA, Child Protection Clearances, Workers' Compensation, student worker approvals) — consistent with the AA III profile of a wide variety of complex administrative and specialized technical support.
• Autonomy & liaison role:
  The position serves as a primary liaison to OHR, Met Life, and multiple departments — consistent with AA III being the "primary liaison between internal and external stakeholders."
• Guidance/training responsibilities:
  Providing guidance and training to supervisors and student workers aligns with AA III's higher-level support functions.
• Experience requirement:
  The specialized compliance and regulatory knowledge (RC certification, FMLA, Pro Verify)

Physical Effort:
Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category:
Full-time regular

Job Classification:
Staff. Administrative Assistant III

Job Family:
Administrative Support

Job Sub-Family:
Clerical

Campus:
Pittsburgh

Minimum Education Level

Required:

Associate's Degree

Minimum Years of Experience

Required:

5

Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule:

Monday - Friday, 8:30 a.m.

- 5:00 p.m.

Work Arrangement:
On-Campus:
Teams that work on campus, in an office, or in a lab.

Hiring Range: $20.50 - $26.90 per hour

Relocation Offered:
No

Visa Sponsorship Provided:
No

Background Check:
For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances:
Not Applicable

Required Documents:
Resume

Optional Documents:
Cover Letter