Human Resources Visitor & Onboarding Coordinator I (On-Site)

Position Summary:

UTHealth Houston's Human Resources department is searching for a Visitor and Onboarding Coordinator who will work in our front office dealing with queries and requests in person, on the phone, and in a general email box. This employee supports Human Resources front desk operations with direction and guidance from their leader. They have to be able to collaborate with various functional groups across the organization, prioritizing customer service and delivering a seamless visitor experience. Provides a prompt and professional approach, this position ensures new hires and program participants meet all requirements as part of the onboarding appointment, including completion of the I-9 process and badge creation. Additionally, they will support employment changes, verification requests, and employment documentation within the HCM. This position will seek guidance by promptly escalating to the initial point of contact.

This role is required to be on-site at our University Center Tower five days a week for daytime eight-hour shifts. You will be working to handle and assist new employees, visiting scholars, summer visitors, and other people who come into our fast-paced human resources office. You will help with making employee badges, verifying I9 documents, working with loan forgiveness documents, and partnering with our Office of International Affairs on processing any employees who need help with visa or immigration status. Software used includes Oracle PeopleSoft, Taleo ATS, I9 Express, and a portal for visiting scholars. You will assist and coordinate with our payroll and benefits departments.  You will be the front-line person and often the initial contact and impression for our entire human resources operation.  

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us, you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:  

• 100% paid medical premiums for our full-time employees  
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year) 
• The longer you stay, the more vacation you’ll accrue! 
• Longevity Pay (Monthly payments after two years of service) 
• Build your future with our awesome retirement/pension plan! 

We take care of our employees! As a world-renowned institution, our employees’ well-being is important to us. We offer work/life services such as... 

• Free financial and legal counseling 
• Free mental health counseling services 
• Gym membership discounts and access to wellness programs 
• Other employee discounts include entertainment, car rentals, cell phones, etc. 
• Resources for child and elder care 
• Plus, many more! 

Position Key Accountabilities:

• Greets individuals as they enter the Human Resources office, ensuring a professional and approachable demeanor that sets a positive tone for their interactions.
• Facilitates and ensures accuracy of I9 completion for new hires by confirming personal details, reviewing social security card or acceptable documentation for Section 1 and verifying identity as stated in the acceptable documentation for Section 2.
• Obtain social security documentation from new hires when available during the onboarding appointment and update the new hire checklist to be used for TRS eligibility.
• Create badges for new hires and program participants by using work data and color-coded markings used to identify organizational roles to include badge accessibility requests once verifying required milestones.
• Responds to phone inquiries while prioritizing tasks as necessary to ensure timely responses and provide exceptional customer service.
• Receives guidance when responding to HR's general and programmatic email boxes.
• Ensures accurate updates to HCM education panels by obtaining appropriate documentation while capturing the highest level of education from current employees.
• Replies to name change requests for current employees by verifying documentation against the Social Security Administration Office or through in-person presentation of the card by the employee and accurately updating the information in HCM.
• Acts upon verification requests within the employment box by conducting thorough and accurate research of employment for current and past employees, ensuring compliance with organization policies and legal requirements in collaboration with Payroll and Benefits.
• Researches, completes, and verifies Public Service Loan Forgiveness - Employment Certification (PSLF) and Petition for Remission of Tuition - In-state tuition (PFROT) documents, ensuring accurate verification of employment dates.
  Secures and organizes employment documents from various sources and saves them using defined naming conventions in a central repository for preparation of electronic migration into Documentum.
• Provides job seekers and applicants with guidance on the application process to include status updates and triaging as needed.
• Serves as a backup for Summer and Visiting Scholars Programs by utilizing technology and available resources to facilitate criminal background checks, drug tests, and badging processes while accurately tracking and providing communication updates to Academic Affairs.
• Serves as a backup to conduct initial research and analysis directly from the Social Security Administration Office to identify and rectify discrepancies.
• Serves as a backup for resolving E-Verify discrepancies and all Tentative Non-Confirmations in a timely manner.
• Performs other duties as assigned.

Certification/Skills:

Excellent customer service
Demonstrate effective and timely communication verbally and written
Ability to analyze information and determine the best course of action
Must be able to work in a fast-paced environment
Ability to create strong working relationships utilizing a variety of communication methods
Ability to multitask while researching, collecting, and organizing data for analysis
Experience with MS Office

Minimum Education:

High School Diploma or equivalent required

Minimum Experience:

At least two years of experience in an office or administrative role required

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.