Human Resources Administrative Coordinator

Job Description:

Under the direct supervision of the Human Resources Senior Manager, the Human Resources Administrative Coordinator provides essential clerical and administrative support to the HR department. This role focuses on the day-to-day administrative operations, including maintaining employee records, processing initial paperwork for recruitment and onboarding, assisting with payroll data entry, and supporting compliance tracking in accordance with Spanish labor laws. The ideal candidate possesses strong organizational skills, high attention to detail, and fluency in both Spanish and English to effectively support a diverse campus environment.

Essential Functions / Primary Duties and Responsibilities:

• Administrative Recruitment & Onboarding Support: Assist with scheduling interviews, posting job openings, and preparing welcome packages and initial documentation for new staff, faculty, and musicians.
• Document & Contract Management: Prepare drafts, coordinate the signing, and safely archive employment contracts, addendums, tax forms and other HR agreements, ensuring all physical and digital files are up to date.
• Absence & Leave Tracking: Receive, log, and track employee requests for permits, sick leaves, sabbaticals, and vacations, ensuring proper backup documentation is filed for payroll and compliance purposes.
• Time Tracking & Labor Compliance Support: Assist in monitoring daily time tracking records and working hours compliance, flags inconsistencies to the HR Manager, and maintains records updated according to the Collective Bargaining Agreement.
• HR Information Systems (Workday) and HR Reporting: managed employee and HR data by recording, maintaining, and analyzing information, ensuring data integrity for the Valencia campus and supporting departmental and institutional decision-making, and ensuring compliance with Spanish labor laws and regulations.
• Payroll Data Preparation: Gather, organize, and input monthly variables (overtime, leaves, contract changes) to support the Senior Manager in the payroll processing cycle.
• Internal Communication & site Maintenance: Keep the employee portal and HR website updated with current policies, announcements, and forms to improve user experience.
• Health & Safety (Risk Prevention) administrative support: Assist in filing and organizing Health & Safety documentation, ensuring all employee signatures are collected and accessible for potential inspections.
• Logistics & Event Logistics: Provide administrative and logistical support for HR events (e.g., winter party, committees, etc.), including making reservations and coordinating schedules.
• Front-line Employee Support: Act as the first point of contact for routine employee inquiries regarding HR procedures, forms, and benefits, escalating complex issues to the Senior Manager.

• Valid working permit for Spain / Europe required

Knowledge and Skills Required:

• Education: Professional certification or Ciclo Formativo de Grado Superior in Administration, Human Resources, or a related field (Bachelor's degree is not required).
• Experience: 2-3 years of experience in administrative or clerical roles, preferably within an HR department.
• Technical Skills: Proficiency with Excel, Word Mac-compatible and Outlook is essential and familiarity with HR management databases (experience with Workday will be highly valued).
• Labor Knowledge: Basic understanding of Spanish labor administrative procedures (permits, leaves, basic contract types).
• Languages: Fluency in Spanish and English (both written and spoken) is required to assist the international community.
• High level of organization, attention to detail, and reliability.
• Strict confidentiality and discretion when handling sensitive data.
• Excellent interpersonal and communication skills.

SUBMISSION PROCESS

1. Electronic applications only. Please submit application materials in PDF or Word format at berklee.edu/jobs.

2. Candidates should submit:

• A cover letter of interest outlining background and qualifications
• A curriculum vitae (including contact information for at least three references)
• Note: Supporting materials may be requested as the search progresses

APPLICATION REVIEW AND DEADLINE

1. Review of applications will begin immediately.

2. This search will remain open for applications until the position is filled.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee:

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance.Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at [email protected] or call 617-747-2375.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

Employee Type: