Title: HR Academic Contracts Coordinator/Human Resources
VP Area: VP of Strategy and Chief of Staff
Department: Human Resources
Position Compensation: $23.50 - $25.50 / hour
Location: University Campus - St. Paul, Minnesota
Who We Are:
Northwestern is a faith-driven community, UNWavering in our Christ-centered principles and identity as those who profess faith in Jesus. Rooted in the unshakable foundation of God’s Word and our calling to impact His world, our mission and vision flow from these core values, expressed through Christ-centered higher education at the University of Northwestern – St. Paul and through gospel outreach and faithfulness with Northwestern Media.
Position Summary:
The coordinator provides operational and administrative support for faculty and contracted employee processes by performing data entry, email triage, documentation management, and system updates related to academic and professional employment contracts. This role ensures accurate processing, timely responses, and continuity of service while serving as a backup resource to maintain workflow coverage during peak periods or staff absences.
This is a benefits eligible (3/4 time) position at 32 hours week (.8 FTE).
Please Note: We are unable to hire relatives of current Northwestern employees for this position.
Key Responsibilities:
• Contract Processing & Data Entry: Enter, update, and maintain faculty and contracted employee data in HR and academic employment systems in accordance with established procedures. Assist with contract preparation, including data validation, document routing, tracking approval workflows, and supporting contract issuance and pay-related documentation. Ensure all required contract information is complete, accurate, and properly recorded.
• Email Triage & Customer Support: Monitor a shared email inbox related to faculty and contract employment processes. Respond to routine inquiries, route complex or non-routine issues to supervisor, and track follow-ups to ensure timely resolution. Communicate professionally with department chairs, deans’ offices, and HR colleagues regarding documentation, timelines, and next steps as directed.
• Hiring & Status Change Support: Provide administrative support in the Applicant Tracking System (ATS) for contracted positions, including data entry, document uploads, and status updates. Process employment changes for contracted employees as directed and ensure appropriate downstream updates are completed or escalated as needed.
• Records Management & Compliance Support: Maintain organized electronic records related to faculty contracts, credentials, eligibility tracking, and academic employment documentation. Supports teaching workload tracking, course assignment scheduling, and compliance monitoring for ACA (Affordable Care Act) and accreditation requirements. Support routine and ad hoc reporting by compiling and validating data prior to distribution.
• Backup Coverage & Operational Continuity: Serve as a trained backup for essential academic contract and HR operational processes to ensure continuity during staff absences or periods of high volume. Assist with maintaining and updating process documentation, checklists, and reference materials as workflows or systems change.
• Perform other duties as requested or assigned
Because our community is a significant part of our mission and the development of our students, all employees act as a minister of the gospel of Jesus Christ by actively partnering with the University to disciple students in growing intellectually and spiritually, and with Northwestern Media to lead people to Christ and nurture believers to mature in their faith.
Qualifications:
Required:
• Associate degree or equivalent combination of education and relevant experience.
• Minimum of two (2) years of progressively responsible administrative or operational support experience.
• Demonstrated experience supporting process driven workflows, including entering, validating, and maintaining confidential data across multiple systems while meeting established deadlines.
• Maintain a growing, personal relationship with Jesus Christ, reflect His character in all interactions, and faithfully uphold and embrace Northwestern’s mission, Doctrinal Statement and Declaration of Christian Community
Nice to Have:
• Minimum of two (2) years of related experience in human resources, payroll, academic administration, registrar functions, finance, or a similar office environment.
• Experience working with enterprise systems or databases (e.g., HRIS, student information systems, financial systems, or applicant tracking systems).
• Experience in a post secondary organization.
Key Skills:
• Strategic, Critical & Systems Thinking – Understands organizational context, interdependencies, and the “big picture”; navigates ambiguity and evaluates complex situations to make sound decisions following established procedures and escalating issues appropriately.
• Confidentiality: Maintains discretion and handles sensitive information appropriately including FERPA regulations.
• Communication Skills – Demonstrates strong written and verbal communication, including clear documentation, editing, and effective interpersonal communication that is kind and clear.
• Organization, Detail Orientation & Technical Proficiency – Manages time and priorities effectively, completes tasks with accuracy, follows workflows, and uses intermediate to advanced technology to complete and improve processes as well as learn new systems quickly. Able to prioritize and meet deadlines with strong attention to detail, managing multiple projects and deadlines at a time.
• Professional Reliability & Independence – Works well independently and collaboratively, demonstrates initiative, meets deadlines, and maintains high standards of professionalism.
• Background Check: Must pass initial and ongoing background checks as a condition of employment.
Work Environment:
The work environment involves working for a suburban, Christian university or Christian owned and operated radio station alongside those with a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of Northwestern, and an agreement to abide by all Northwestern policies.
All applicants must be authorized to work for any employer in the United States as we are unable to sponsor or take over sponsorship of an employment visa.