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HR Coordinator

Woods Hole Oceanographic Institution
Job Description

Woods Hole Oceanographic Institution is currently searching for an HR Coordinator to join the Human Resources Department. This is a regular, full-time, non-exempt position, and is eligible for benefits.


The HR Coordinator provides important administrative and HR functional support for a variety of HR activities; provides time-sensitive and confidential data-entry and processing of employee and HR information and requests; and delivers important customer service to employees and other members of the WHOI Community. This position is part of the central workflow of the team supporting the various areas of HR by performing a variety of administrative and HR specific tasks.


Administrative Support

  • Manage document and personnel files in an accurate and timely manner including filing, archiving/unarchiving; meet all compliance regulations including record retention
  • Create and maintain in-depth process/procedural documentation for core HR operational processes
  • Distribute mail to the HR team
  • Manage and order inventory of office supplies and manage associated vendors
  • Process invoices, create purchase requisitions and orders, track related activity
  • Maintain a clean, productive work environment. Effectively plan, schedule and coordinate logistics for meetings, events and HR-sponsored seminars; order food; schedule rooms, set-up and clean rooms; order equipment; help clean kitchen, run and empty dishwasher, etc.
  • Monitor, reconcile, and assist with aspects of departmental budgetary activity as assigned including processing purchase orders and associated invoices with Procurement; processing reimbursement and tracking of candidate interview and employee relocation expenses
  • Fulfill employment verification requests, monitor appropriate signature authority, research data and complete time-sensitive requests
  • Create electronic files of confidential documentation received via fax for FMLA/leaves of absence
  • Work effectively with Facilities Department to troubleshoot issues with the building’s infrastructure and subsequently monitor and follow up on work orders
  • Meet critical compliance-driven deadlines such as urgent and important audit requests which includes pulling files, creating electronic copies and refiling paperwork
  • Monitor regulatory changes and take appropriate actions to update institutional employment law posters and maintain inventory of sexual harassment bulletins throughout campus
  • Keep abreast of federal and state record-keeping requirements
  • Handle and work with confidential information and material demonstrating a high degree of confidentiality and discretion

HR Functional Support

  • Support benefits with open enrollment activities and administration of certain aspects of benefit programs, including retiree medical and benefit orientation meetings and as assigned
  • Support HRIS through accurate and timely data-entry into HRIS system
  • Support talent team members as requested and,
    • Coordinate and retain job requisitions, authorizations and related employment documentation and posting information records
    • Support recruitment by making travel arrangements for candidates and process reimbursements
    • Post jobs on WHOI website as well as all applicable external sites
    • Coordinate logistics of career fairs
    • Track recruitment and relocation costs
    • Follow established processes and procedures in order to comply with all related regulations
    • Coordinate and perform check-ins for new and returning employees, and corresponding follow-up including but not limited to I-9 and E-Verify processes
  • Support Compensation and Performance Management by creating electronic records of performance files, maintain job description database and provide general administrative support
  • Support and receive direction from members of HR management team including Director of HR

Customer Service

  • Deliver excellent customer service to the WHOI Community
  • Build supportive relationships with HR staff, WHOI employees, retirees and external customers to support HR team objectives
  • Triage inquiries and handle requests as appropriate or refer the inquiry to the appropriate member of HR Team.  Inquiries may come in the form of walk-ins, emails, US mail or phone
  • Manage the front desk area and flow of activities in the building to ensure atmosphere is conducive to friendly and efficient operations
  • Monitor timely and take appropriate action with the general HR office email account


  • As deemed necessary by supervisor


  • Bachelor’s degree
  • 3+ years of administrative professional experience
  • Strong customer service skills with a sincere enjoyment interacting with people and the ability to deal with difficult customers with diplomacy and tact
  • Attention to detail
  • High proficiency using MS Office products such as Word, Excel, Powerpoint and Outlook
  • Trustworthy and ability to exercise good judgment when dealing with highly sensitive, confidential information
  • Strong organizational skills with the ability to multi-task and effectively prioritize the work in order to meet deadlines
  • Use critical thinking and problem solving skills performing research, analysis and testing of alternative approaches and solutions
  • Willingness to perform all aspects of the job


  • 2+ years supporting the HR discipline with a significant customer service focus
  • Interested in developing a career within HR


Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently; carry 10-25 lbs, 2 times per day. Other physical tasks include mostly sedentary with occasional prolonged standing/walking; use of hands for basic /fine grasping and manipulation, repetitive motion, reaching above and below the shoulders, pushing, pulling, bending, twisting, and stooping. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.





WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.

WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email for assistance.


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