Human Resources Coordinator

Position Summary

The American University in the Emirates (AUE) is seeking a highly motivated, organized, and detail-oriented Human Resources Coordinator to support and coordinate daily HR operations, employee services, documentation, and administrative processes. The role involves assisting with employee records management, HR policies and procedures, onboarding and offboarding, attendance and leave administration, employee relations, payroll coordination, and HR reporting while ensuring accuracy, confidentiality, and compliance with university policies and applicable UAE labor regulations.

The Human Resources Coordinator will work closely with HR Officers, the Payroll Division, department heads, and other internal and external stakeholders to ensure the smooth and efficient delivery of HR services across the university.

Minimum Qualifications and Experience

• Bachelor’s degree in Human Resources Management, Business Administration, or a related field from an accredited university.
• Minimum of 3 years of experience in human resources administration, coordination, or a related HR role.
• Hands-on experience with HR management systems (HRMS), employee databases, and Microsoft Office applications.
• Good understanding of HR policies, procedures, and employment practices.
• Knowledge of UAE labor laws and employment regulations.
• Experience in employee records management, HR documentation, onboarding, and offboarding processes.
• Strong planning, organizational, coordination, and follow-up skills.
• Excellent interpersonal and written and verbal communication skills.
• Strong attention to detail and accuracy in handling employee information and HR documentation.
• Ability to manage multiple tasks, prioritize deadlines, and maintain confidentiality.

Key Responsibilities and Essential Functions

HR Operations and Employee Services

• Coordinate and support day-to-day HR operations to ensure the timely and efficient delivery of HR services.
• Assist in implementing HR policies, procedures, and administrative processes in accordance with university guidelines.
• Serve as a point of contact for employees and departments regarding routine HR inquiries, documentation, and employment-related matters.
• Coordinate with Heads of Colleges and Departments on employee-related requests, HR documentation, and pending requirements.
• Assist in processing employee requests related to employment certificates, salary certificates, leave, attendance, and other HR services.
• Support the administration and updating of employee information in the HRMS and other HR databases.
• Follow up with employees and relevant departments to ensure the timely completion of HR requests and pending actions.
• Assist in communicating HR announcements, policy updates, and procedural information to employees.

Employee Documentation and Records Management

• Maintain accurate, complete, and up-to-date employee records, ensuring proper filing of documents in hard copy personnel files and the HRMS portal.
• Prepare, review, and process HR documents, including employment certificates, employee letters, internal correspondence, and other HR-related documentation.
• Ensure that employee files contain the required documents, including identification documents, educational qualifications, employment contracts, experience certificates, and other relevant records.
• Follow up with employees to obtain missing, expired, or updated documentation as required.
• Ensure the proper handling, storage, and confidentiality of employee records and sensitive HR information.
• Assist in maintaining employee databases and updating records related to job titles, departments, reporting lines, employment status, and other personnel changes.
• Support internal audits and ensure that HR records are maintained in accordance with university policies and applicable regulatory requirements.

Onboarding, Offboarding, and Employee Lifecycle Coordination

• Coordinate onboarding arrangements for new employees, ensuring the completion of required documentation and joining formalities.
• Liaise with relevant HR team members and departments to facilitate employee orientation, induction schedules, system access, and other onboarding requirements.
• Follow up with newly hired employees to ensure the timely submission of required documents and completion of outstanding formalities.
• Assist in coordinating employee offboarding procedures, including resignation documentation, exit formalities, clearance processes, and final documentation.
• Coordinate with relevant departments to facilitate employee transfers, promotions, changes in designation, contract renewals, and other emp