Position Summary:
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 ProVerify 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.
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.
• 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, MetLife, 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, ProVerify)
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.
Job Details
- 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
- 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