"Office Coordinator"

Office Coordinator

University of Puget Sound
Job ID: 8458
Location: Tacoma, WA
Full/Part Time: Part Time
Regular/Temporary: Regular

Staff Posting Details

Appointment: Regular, part-time (0.8 FTE) position. 12 month employee, 32 hours/week.

Work Location:
This position is based in Tacoma, WA. This is an on-campus role only.

Position Summary:

At the University of Puget Sound, we believe that every interaction matters. Our Human Resources office is often the first stop for faculty and staff seeking support, and we strive to make that experience welcoming, professional, and inclusive.

We're seeking an Office Coordinator who brings strong organizational skills, proactive problem-solving, and a people-centered mindset to help our HR team operate smoothly and deliver an exceptional experience to our campus community.

The Office Coordinator provides operational, logistical, and administrative support for Human Resources. This role ensures that the HR office runs efficiently, that information and resources are easy to access, and that every visitor or inquiry is met with care and professionalism.

As the Office Coordinator, you will:

• Serve as the first point of contact for faculty, staff, and visitors, creating a welcoming, inclusive, and professional experience
• Oversee HR's reception and conference areas to ensure professionalism, confidentiality, and safety; coordinate front-desk coverage and communicate office closures or schedule adjustments to the campus community
• Provide administrative support to the HR leadership team, including calendar management, meeting scheduling, and general coordination
• Manage HR office operations, including ordering and organizing supplies and monitoring equipment, coordinating with Facilities, Technology Services, and Print & Copy Services as needed
• Monitor and triage inquiries through the HR general email account and main phone line, ensuring timely, accurate, and courteous responses; escalate inquiries as needed and identify common questions or issues for follow-up
• Support HR-sponsored events, meetings, and recognition programs by sending invitations, preparing materials, and coordinating logistics such as room reservations, technology requests, event set-up, and catering requests
• Track and reconcile expenditures and process invoices related to recruitment, professional development, and staff recognition
• Enter and maintain data in PeopleSoft and other HR systems with accuracy and confidentiality
• Maintain HR filing systems and records, ensuring secure storage and proper organization
• Track and monitor the completion of initial and annual performance reviews, sending reminders as needed
• Maintain required employment notices and postings to ensure compliance with applicable laws and regulations
• Assist with updates to the HR website, ensuring information is accurate and consistent with university branding
• Coordinate HR team recognition activities, including meetings, retreats, and celebrations
• Provide backup support for I-9 appointments and onboarding logistics
• Supervise and support HR student staff, fostering professionalism and strong customer service skills
• Provide dependable operational and project support to the HR team as needed

We're looking for someone who can demonstrate:

• Exceptional customer service and communication skills, with a focus on accessibility, clarity, and empathy
• Strong organizational and time-management skills with the ability to balance daily operations and project deadlines
• Attention to detail and accuracy in managing records, data, and documentation
• Sound judgment and discretion when handling confidential information and sensitive situations
• Initiative in identifying and solving problems, improving systems, and anticipating needs
• Comfort learning and using new tools, systems, and technology
• A collaborative, team-oriented mindset and willingness to support others across a variety of projects
• A commitment to diversity, equity, inclusion, and belonging in every interaction

Minimum Qualifications:

• High school diploma or equivalent
• Two or more years of office administration or customer service experience; an equivalent combination of education and experience will be considered
• Proficiency with Google Workspace and/or Microsoft Office Suite
• Ability to work 100% on-site between the hours of 9 a.m. and 4 p.m., Monday through Friday
• Ability to work additional hours beyond regular schedule with advance notice during events or high-traffic periods

Preferred Qualifications

• Associate's degree (AA/AS) or higher
• Experience working in a Human Resources, higher education, or similarly service-oriented environment
• Familiarity with HR information systems or database management

Why Join Puget Sound:

• Be part of a mission-driven community that values collaboration, sustainability, belonging, and the transformative power of higher education
• Contribute to a supportive HR team that values growth, learning, and teamwork
• Make a tangible impact on the experiences of Puget Sound faculty and staff
• Enjoy professional development opportunities, tuition remission benefits, and a comprehensive total compensation package that includes medical, dental, and vision insurance, no-match retirement contributions, and paid leave

Compensation and Benefits:

The anticipated range for this position is $19.50 to $21.00 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note:

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2025 Benefits for Staff Members in Non-Exempt Positions.pdf

For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

Application Deadline:

Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

• Resume
• Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.

University Diversity Statement

We Acknowledge:

• The richness of commonalities and differences we share as a university community.
• The intrinsic worth of all who work and study here.
• The investigation and reflection enhance that education upon multiple perspectives.

We Aspire:

• To create respect for and appreciation of all persons as a key characteristic of our campus community.
• To increase the diversity of all parts of our university community through a commitment to diversity in our recruitment and retention efforts.
• To foster a spirit of openness to active engagement among all members of our campus community.

We Act:

• To achieve an environment that welcomes and supports diversity.
• To ensure full educational opportunity for all who teach and learn here.
• To prepare citizen-leaders effectively for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

How to Apply

For complete job description and application instructions, visit: www.pugetsound.edu/employment