WHAT DOES AN HRIS COORDINATOR DO?
Published: Aug 20, 2025 - The HRIS Coordinator manages system databases, integrations, role-based permissions, and reporting processes, ensuring accurate data entry, maintenance, and compliance with established controls. This role involves providing technical and functional support for HR software, training staff, creating manuals, and collaborating with HR and business teams to deliver analytics, KPIs, and data-driven insights. The coordinator also reviews and audits data, develops custom reporting and dashboards, and assists in implementing strategies that embed analytics into organizational decision-making.
A Review of Professional Skills and Functions for HRIS Coordinator
1. HRIS Coordinator Essential Functions
- Data Entry: Perform data entry for employee files (hire, termination, change request, disability, parental leave, etc.).
- Data Validation: Conduct data entry validation.
- Process Integrity: Ensure process integrity in the validation of HR requests.
- Employee Support: Respond to employee requests via the HR Center.
- Report Management: Create and manage reports.
- Position Management: Be in charge of position creation.
- Project Participation: Participate in various meetings and various projects.
- HR System Support: Serve as a key resource for the HR System.
- Payroll Collaboration: Work closely with the Payroll Department.
2. HRIS Coordinator Additional Details
- Administrative Support: Provide overall administrative support to the HR team.
- Project Participation: Participate in a variety of projects involving all aspects of HR.
- Tuition Management: Manage and administer tuition reimbursement tracking and verification.
- HRIS Data Entry: Input data into the Human Resource Information System and compile reports from the database.
- Compensation Support: Provide compensation and performance management support to managers.
- HRIS Records: Maintain human resource information system records and compile reports from the database.
- Regulatory Compliance: Maintain compliance with federal, state, and local employment and benefits laws and regulations.
- Employee Service: Provide customer service to internal employees by answering general requests and questions related to Human Resources.
- Benefits Administration: Assist with benefits administration and the annual enrollment process.
3. HRIS Coordinator Roles
- Helpdesk Support: Assist with reviewing, responding, and escalating HRIS Helpdesk IT incident tickets.
- Workday Updates: Participate in semi-annual Workday release updates.
- Benefits Support: Serve as 2nd Tier Support for the Benefits Team on issues identified for research and resolution.
- Employment Verification: Manage the Employment Verification Letter process.
- Team Communication: Regularly communicate status to team members and management.
- Issue Escalation: Escalate issues and risks proactively to the appropriate team members and management.
- Transaction Processing: Review and process all employee transactions, including job changes, compensation changes, promotions, and terminations.
- Issue Resolution: Troubleshoot detailed issues and resolve them from end to end.
- Transaction Quality: Ensure transactions are delivered on time and with quality.
- Record Verification: Verify employee records and consult departments in the event of discrepancies.
- Audit Reporting: Prepare and submit audit reports with payroll information to the Payroll and Finance Team.
- Ad Hoc Tasks: Perform other ad hoc assignments.
4. HRIS Coordinator Tasks
- HRIS Maintenance: Maintain optimal function of the HRIS under the direction of the HRIS Analyst, including installation, maintenance, and upgrades to applications and systems.
- Technical Support: Provide technical support, training, troubleshooting, and guidance to HRIS and eTime users.
- Data Integrity: Initiate internal data audits and ensure data integrity.
- Report Generation: Create and run a variety of routine and ad hoc reports.
- System Improvement: Collaborate with HR staff to identify system improvements and enhancements.
- Access Administration: Administer permissions, access, and settings for HRIS and eTime users.
- Stakeholder Liaison: Serve as liaison between HR, operations, external vendors, and other stakeholders for HRIS administration and process improvement projects.
- System Compliance: Ensure system compliance with data security and privacy requirements.
- HRIS Knowledge: Maintain knowledge of trends and developments in HRIS providers, vendors, and technology.
5. HRIS Coordinator Details and Accountabilities
- Position Management: Ensure accurate and timely completion of position management tasks by opening, modifying, and closing boxes within the Org Hierarchy system.
- Org Structure: Perform reorganization of organization structures within the Org Hierarchy system.
- HRIS Transactions: Process update requests (new hires and position changes) in the transactional HRIS system for transferring employees from one company to another within the pool group.
- Employee Liaison: Act as a liaison to employees by coordinating and facilitating requests from hiring managers, recruiters, and business partners.
- Employee Transfers: Ensure seamless intra-company transfers of employees by coordinating with HR, Payroll, Compensation, Benefits, and HRSS.
- Vendor Coordination: Work with vendors to pull reports and make necessary changes in vendor systems versus company systems.
- Presentation Creation: Create and present PowerPoint presentations based on report outputs.
- Effective Communication: Communicate effectively with various audiences, such as HR and Finance team members.
- Multitasking: Multitask through various complex scenarios within the system.
- Confidentiality: Maintain a high level of confidentiality and uphold data integrity.
6. HRIS Coordinator Overview
- Database Integrity: Ensure the integrity of the Human Resources Information System database.
- Relationship Building: Develop strong relationships at all levels of the organization to effectively problem-solve system scheduling concerns and issues.
- Schedule Support: Support managers in the maintenance of ongoing schedule practices using policy and HR best practices.
- Payroll Support: Provide active and working schedule support to Payroll and other departments.
- System Administration: Administer the structures for the use and maintenance of the Human Resources Information System.
- Position Setup: Set up new positions based on established guidelines and conduct audits.
- Access Management: Provide security access and maintenance for the HRIS employee portal, including password resets.
- Policy Application: Apply interpretation of policies and procedures to database practices.
- Report Preparation: Prepare and provide reports as defined by the HRIS Team Leader, Payroll and HR Systems Manager, or Senior Leadership Team.
- Website Maintenance: Maintain the HRIS section of the internal website, including webpage development, content editing, and promotional materials.
- Data Analysis: Collect, summarize, and analyze information pertaining to employee position and employment information.
- Payroll Liaison: Liaise with the Payroll group when errors affecting processing require action or clarification.
- Annual Reporting: Collect, organize, and present information regarding the HR Annual Report to the Director of Human Resources.
7. HRIS Coordinator Job Description
- Database Management: Create and maintain system databases, data integrations, notifications, role-based permissions, and reporting, including data entry and data changes, defining data dictionaries, recurring maintenance processes, system manuals, and procedures.
- Data Controls: Implement and continuously improve a set of controls for the registered human resources system data, and interact with and guide HR affiliates in data corrections.
- Data Auditing: Review and audit completed data entry assignments for accuracy.
- System Support: Provide technical and functional support of human resources software to staff and managers in the personnel or HR communities.
- Staff Training: Train staff and create manuals on how to effectively use the software.
- Report Production: Update and produce month-end regular reports and other reports upon request.
- HR Analytics: Provide HR and business communities with business and HR KPIs and analytics.
- Data Insights: Deliver insights on HR and business data by co-designing dashboards with various business stakeholders.
- Decision Support: Assist in implementation strategies to embed data-driven insights in the decision-making processes of business leaders on people and organization matters.
- Custom Reporting: Collaborate with other departments on creating custom reporting from the HR and BI systems, and compile statistical information for special reports or metrics.
- Process Analysis: Perform system and HR process analysis, including testing applications, selecting software, auditing, and monitoring system activities.
8. HRIS Coordinator Functions
- Department Liaison: Function as a link between various departments, coordinating data collection, auditing, and ensuring compliance.
- Team Collaboration: Work with members of the Human Resources team, including the Human Resources Business Partners, Talent Acquisition, Benefits and Compensation, as well as members of the Finance and Information Technology teams, and have frequent contact with all associates in all departments.
- Regulatory Reporting: Prepare regulatory reports such as EEO-1 data.
- New Hire Orientation: Conduct new hire orientation to introduce Workday to all new hires.
- HCM Transactions: Administer HCM transactions such as hire and job change events within the Human Resources Information System and perform ongoing audits to ensure the integrity of all information.
- Compensation Changes: Initiate compensation changes within the Human Resources Information System in collaboration with the Compensation Manager.
- Report Development: Assist in the development of standard and ad-hoc reports for varying customer needs.
- Data Reporting: Find and pull employee data out of HRIS and summarize information in a reportable format.
- Tuition and Assessments: Serve as the primary point of contact for tuition reimbursement and employee language assessments.
- Process Improvement: Maintain and improve internal processes related to HRIS.
- EAF Management: Ensure EAF information is entered into Workday, and maintain the EAF template.
9. HRIS Coordinator Accountabilities
- System Evaluation: Evaluate HR systems to identify points of improvement and develop solutions within the HRIS to streamline HR processes.
- Record Processing: Perform extensive and complex processing of employee records related to all employment processes while complying with all District, State, and Federal regulations and collective bargaining agreements.
- Regulatory Knowledge: Maintain current knowledge of HR operations and activities, collective bargaining agreements, employment-related laws and regulations, and District personnel and payroll policies.
- HRIS Optimization: Apply HR functional knowledge in optimizing HR information systems support.
- Report Generation: Generate a variety of regular and ad hoc reports, queries, and documents related to HR operations, including staffing reports by building, Notification of Assignment, seniority lists, Connect 5 list, ethnicity and demographics reports, etc.
- Compliance Reporting: Produce accurate and timely mandated reports for government entities and outside agencies, including required compliance submissions.
- Report Development: Assist in the development of standard reports for ongoing customer needs and help maintain data integrity in systems by running queries and analyzing data.
- Data Support: Provide data and information to the administration for use in collective bargaining and maintain confidential queries, records, and databases.
- Process Monitoring: Monitor a variety of processes (e.g., leave accruals, probationary periods, tenure acquisition, etc.).
- System Adjustments: Make necessary adjustments in the HRIS system to ensure efficient processing of employees to address position requirements.
10. HRIS Coordinator Responsibilities
- Year-End Processing: Perform fiscal year-end processes in HRIS.
- Position Control: Implement and maintain the position control system in HRIS, and input employee salaries and salary changes in HRIS.
- Retirement Support: Prepare retirement agreements and answer employee questions related to retirement.
- Calendar Maintenance: Maintain part-time TRS calendars.
- Hours Monitoring: Monitor work hours for all temporary employees and substitutes.
- Information Audits: Conduct information audits according to the established schedule.
- Data Analysis: Apply knowledge of HR information systems and data in extracting and analyzing current, historical, and forecasted data to support strategic HR planning.
- Cross-Department Collaboration: Work with Payroll, Benefits, and Finance Departments to ensure that all aspects of the integrated database function correctly and efficiently.
- Project Management: Establish timelines and priorities for data processing projects.
- Mandated Reporting: Ensure mandated reports are completed and distributed to appropriate governmental agencies or personnel according to established timelines and procedures.