HUMAN RESOURCES COORDINATOR

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. 

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.

The Department of Family Medicine (MEDEX Section) has an exciting opportunity for someone interested in developing Human Resources skills. The HR coordinator will support the human resource activities of the department by assisting the human resources manager, to carry out the faculty and staff human resource functions for the Department. The position reports to the HR Manager.

RESPONSIBILITIES

General HR support 65%

Investigate and respond to status requests and general HR inquiries
• Perform HR related data entry and maintain department Smartsheet database with accurate employee information
• Schedule interviews and meetings
• Communicate status of hires with hiring managers/supervisors
• Office telephone directory review, update and maintenance; coordination/maintenance of Outlook email lists.
• Assist with process improvements for HR activities including the development of tracking methods, process creation/improvement, and sharing of information with colleagues
• Prepare reports using word processing, spreadsheet and data base software.
• Maintain HR employee files including scanning existing hard copy documents and archiving as needed and creating and maintaining an electronic employee file system.
• Prepare onboarding information packets for new employees and host onboarding meetings
• Track and report on compliance training
• Maintain files of Outside Work request forms

New faculty appointments, reappointments and promotions, 10%

• Support promotion process including using Interfolio software.
• Draft and track correspondence related to faculty hire, annual reappointments and promotions including tracking requests for letters of recommendation for internal and external letters of support for mandatory and non-mandatory promotions, and acknowledgment letters to participants and referees.
• Maintain list of faculty in Department and School of Medicine databases.
• Coordinate Office of Medical Staff Appointment (OMSA) credentialing process including tracking status of OMSA review, preparing documents for the chair’s signature, and distribution of documents to appropriate individuals.

Office Support 25%

Serve as record retention coordinator for MEDEX and maintain associated records of archived documents. Serve as records retention information resource.
• Assist with annual inventory activities
• Maintain administrative content of Department Intranet. Coordinates with relevant parties to assure information is current and accurate.
• Provides administrative support for faculty and staff meetings.
• Attends meetings and occasional conferences as HR representative for Department.
• Manage and coordinate events including coordinating communications before and after events, researching venues for events, reserves and schedules conference rooms for meetings, arrange catering, assist with meeting set-up and clean-up.
• Sort mail, distribute incoming faxes, make copies and scan, order office supplies, errands, and general office cleaning
• Perform office duties as required.

Requirements: 

• High School Graduation or equivalent and three years of office experience including at least six months of experience in a human resources or related setting OR equivalent education/experience
• Demonstrated ability to work independently with tact, discretion, and confidentiality
• Keen attention to detail
• Proficient with Word and Excel software
• Ability to work professionally with faculty and staff
• Positive Attitude, and self-motivated

Desired:

• Prior experience with database software (experience in Smartsheet)
• Knowledge of the faculty appointment process
• Experience with staff HR processes
• Ability to update websites using a content management system.
• Prior experience with Workday or similar software experience

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Workforce Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.