Academic Personnel Policies and Services Records Specialist (Human Resources Coordinator)

VICE PROVOST FOR FACULTY AFFAI (BL-VPFA-IUBLA)

The Office of the Vice Provost for Faculty and Academic Affairs (OVPFAA) supports faculty success at all stages of faculty careers. The Academic Personnel Policies and Services (APPS) team is the point of contact for IU Bloomington schools and departments regarding academic HR issues. APPS is responsible for all academic transaction processing and academic personnel records. APPS is a resource for the Bloomington campus, answering academic personnel policies or records questions. APPS manages academic personnel actions for academic appointees, helps facilitate the promotion and tenure processes, administers leaves, audits records, and assists in recruiting actions.

Under the direction of the Assistant Director of Academic Personnel Policies and Services, the APPS Records Specialist provides a wide range of high-level support to OVPFAA. The position acts as the liaison between the APPS team, schools, departments, and academic appointees, ensuring smooth communication and prompt resolution of all issues.

Department Specific Responsibilitie

• Serves as a point of contact for the APPS office through management of general email account.
• Provides campus wide support for academic HR inquiries or elevate them to appropriate APPS team member as necessary.
• Serves as a content expert, answering questions regarding Student Academic Appointments (SAA) and Adjunct Appointments, monitoring issues and recommending enhancements.
• Coordinates the process for contract pay and no-pay academic appointments.
• Maintains I-9 compliance for academic appointees.
• Assists with monthly audit reports.
• Ensures compliance and integrity within IU systems.
• Ensures accuracy and integrity of academic records.
• Assists with summer appointment process to ensure guideline compliance.
• Oversees employment verification requests.
• Assists in producing internal reports for analysis.
• Acts as liaison to HRMS team regarding academic system issues, troubleshoot, and recommend solutions to address issues.
• Serves as team communication person to relay meeting agendas, notes, and calendar items.

General Responsibilities

• Coordinates, processes, verifies, and maintains HR related documentation, which may include recruitment, training, benefits, employee relations, performance evaluations, classifications, I-9s, and employee leaves of absence.
• Assists HR team by researching information and answering HR or policy-related questions.
• Creates, compiles, prepares reports and documents for HR-related activities.
• May work closely with other HR functional areas.
• Performs data entry for processing transactions and maintaining and keeping employee information current.
• Provides administrative support to other HR staff.
• Maintains high standards of confidentiality of all employee records and documents.

EDUCATION

• High school diploma or GED

WORK EXPERIENCE

Required

• 2 years Administrative support preferably providing HR support using Microsoft Office suite products

Preferred

• 2 HR-related or higher ed records experience, plus advanced experience with HRMS products.

Combinations of related education and experience may be considered

SKILLS

Required

• Demonstrates customer service skills
• Effective interpersonal skills
• Ability to work on multiple projects simultaneously, prioritize conflicting assignments, and focus on project completion
• Friendly and service-oriented
• Demonstrates written communication skills
• Highly thorough and dependable
• Proficiency in Microsoft Excel and Word

Preferred

• Strong organizational skills
• Experience utilizing HRIS systems
• Able to work as part of a team as well as independently

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Bloomington, Indiana

$33,000-43,000 annually

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Human Resources

Job Family: HR Generalist/HRBP

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Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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Telephone: 812-856-1234