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The Department of Medicine has an outstanding opportunity for a full-time Human Resource Coordinator.

The HR Coordinator will serve as the administrative support to Staff HR within the Department. Under the direction of the Department HR Manager, the HR Coordinator will facilitate and participate in a wide range of highly confidential, complex, executive-level HR support activities, represent the Department to internal and external clients and serve as a communication liaison representing the interests of the Department. This position will routinely exercise independent judgement and decision-making skills, set own work priorities and support the implementation of departmental policies.

The HR Coordinator must be able to coordinate across divisions, disciplines and institutions to manage competing priorities and ensure cohesive programs. This position collaborates with the HR Manager, HR Director, Division and Department administration; and must work independently and take initiative to prioritize the workload and accomplish a broad volume of work.

The HR Coordinator must have strong understanding of interpersonal skills, communicate (written and verbal) effectively at all levels within an organization, maintain a positive work atmosphere and handle confidential or sensitive information to be successful in this position.

The Department of Medicine is the largest department in the School of Medicine (SoM) with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.

DUTIES AND RESPONSIBILITIES

Recruitment & Hiring

  • Participate in the full scope of recruitment for all permanent, non-permanent/intermittent and student assistants for our DOM Central Unit.
           -  Coordinate the recruitment and interview process (i.e. forwarding resumes, conducting phone screens, scheduling individual/panel interviews, etc.). Tracks status of candidates on the Workbench.
           -  Provide DOM Central Unit new hires a welcome email and onboarding paperwork, collect completed paperwork for employee file. Serve as the primary contact for new employee onboarding.
     
  • Under guidance of the HR Manager, assist with the creation of new job descriptions and compensation forms, review and input UWHires requisitions (both hourly and monthly paid).
     
  • Coordinate with staff, supervisors, Division Administrators, and faculty to track the volunteers and interns for the Department; ensure proper forms, records and trainings completed to be in compliance with Department, School of Medicine, and University policies and procedures.
     
  • Ensure compliance with University and Departmental HR policies, as well as applicable state and federal laws throughout the recruitment and selection process.]

HR & Workday Support

  • Provide initial review and quality control to all positions (create, edit, etc.) and comp changes routing through Workday (i.e. all sections of job description, minimum qualifications, working conditions, etc.).
     
  • Process and confirm name changes in the department.
     
  • Process all sup org and security roles requests for the Department of Medicine, ensuring the correct trainings have occurred. Notify any divisions of changes that need to occur.
     
  • Submit all business processes that require Dean’s Office approval, these include but not limited to: TPI/TSI requests, Position Reviews, One-Time Payments, Educational leave requests, etc.
     
  • Run and disseminate monthly Leave of Absence reports for each division, verify inconsistencies and communicate with HR Manager, when needed.
     
  • Track intermittent FMLA hours for employees in Workday.

 

  • Provide initial review and quality control for all position reviews/reclassifications in the Department.

Communication

  • Handle basic employment-related inquiries (guidelines, rules, policies, procedures) from employees, and supervisors, referring complex and/or sensitive matters to the HR Director or HR Manager.
     
  • Schedule meetings, HR events and maintain agendas as requested by the HR Manager; create Doodle Polls for availability requests.

Tracking & Records Management

  • Maintain and update DOM HR spreadsheets tracking position reviews, retention bonuses, temporary pay/salary increases, etc.
     
  • Support the HR Manager during the annual performance evaluations, track completed/missing evaluations and provide reminders on the due date.
     
  • Create new-employee files and maintain staff personnel files. Continuously audit files for missing documents.
     
  • Responsible for daily management of related records maintenance, both physical and digital.
     
  • Performs routine filing, scanning, and archiving of records to ensure record retention compliance.

Administrative & Other Duties

  • Update content on the DOM Intranet Staff Human Resources web pages; coordinates with relevant parties to assure information is current and accurate.
     
  • Update guides/templates/checklists used within the Department.
     
  • Participate in HR projects, Department HR committees and task forces when they arise.
     
  • Participate regularly in professional activities to keep abreast of changes and new developments in higher education HR.
     
  • Perform related duties and projects as assigned.

 

MINIMUM REQUIREMENTS
High School diploma or GED certificate and two years of office/clerical experience including at least six months of experience in a human resources or related setting OR equivalent education/experience.

DESIRED QUALIFICATIONS
 

  • Associate’s degree in Business with Human Resource concentration or related field.
     
  • Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat.
     
  • Outstanding organizational skills and strong initiative and follow-through.
     
  • Excellent problem-solving, detail orientation and ability to adeptly manage multiple priorities.
     
  • Experience with drafting and editing correspondence, reports, documents and meeting notes.
     
  • Proficiency with HR/Payroll systems.
     
  • PHR and/or SHRM-CP certification.

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Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

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The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

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Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.