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Employee Records Coordinator

Job ID: 154098
Category: Human Resources
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Sep 21, 2022
Work Schedule: Full Time

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Employee Records Coordinator

3600 Civic Center Blvd.


  • Working under supervision, the Employee Records Coordinator is primarily responsible for the data entry of Employee information into the HR Information System and for the processing of paper and electronic records into the employee records imaging system. The Coordinator will also interface with customers (managers, employees, outside agencies) through e-mail and over the phone in a courteous and timely manner. 

Key areas of responsibility include:

  • Accurate data entry;
  • Prepping, scanning, indexing and validating documents for Imaging System.
  • Audits of data entry and scanned documents.
  • Employment verification for outside agencies and Office of Legal Counsel.


  • Anticipate customer needs and assure they are accommodated
  • Treat all customers with respect and dignity
  • Comply with identified service standards
  • Respond to requests for information in a timely manner
  • Process electronic and paper files in a timely manner and following established procedures
  • Process pay changes, additional pay, accounting unit charges and other personnel actions
  • Prepare, scan, index and validate all paper files accurately and efficiently
  • Prepare, index and validate all electronic files accurately and efficiently
  • Complete payroll audits
  • Develop and maintain good working relationships with human resources and payroll partners
  • Keep manager informed of special situations as they occur
  • Suggest ideas for process improvement
  • Work on projects as assigned
  • Responds to internal and external clients in a timely manner
  • Works with manager to gain clarity around issues
  • Fosters open and clear communications
  • Completes work on time

Education or Equivalent Experience:

  • Bachelor of Arts or Science preferred.
  • H.S. Diploma/GED required.
  • 1+ years experience in a related area (IS, HR Operations, or Health Care Operations, Records Department) required.


  • HRIS knowledge required.
  • Ability to learn new systems quickly required.
  • Understanding of electronic records storage systems required.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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