What are the responsibilities and job description for the HR Coordinator - Internal Medicine position at Jobs@UIOWA?
Position Summary
University of Iowa Health Care, Internal Medicine Department, is seeking a Human Resources Coordinator to provide HR support to staff, faculty, and leadership in the Department of Internal Medicine. HR support includes but is not limited to the coordination of talent management and engagement, a broad range of HR faculty program administration, compliance monitoring, transaction processing, ad-hoc report running and analysis, and project support.
Position Responsibilities
Talent Management & Engagement
Staff Recruitment
Work with HR Generalist to coordinate recruitment activities for P&S (non-bargaining), SEIU, merit, Postdoctoral Research Scholar, and Research Intern positions.
Maintain requisitions in OTAC. Create new requisitions, complete candidate rating, disposition candidates, and close requisitions.
Maintain temporary hire postings on JOBS@UIowa.
Ensure recruitment files are maintained for open positions.
Request reference checks for selected candidates, including internal and external references. In collaboration with HR Generalist, communicate reference information to hiring managers.
Run HR queries for salary analysis.
Assist HR Generalist with Postdoctoral Research Scholar and Research Intern hiring. This includes submitting requests to hire, credential verification, and initiating appointments.
Responsible for submitting Graduate Research Assistant transfer appointments in workflow.
Schedule interviews and serve on search committees. Develop interview questions and work samples, as needed.
Work with hiring managers to hire temporary staff. This includes hourly employees, students, and volunteers.
Review and process CCOM Minors on Campus hiring paperwork.
Faculty Recruitment
Work with HR Generalist to coordinate recruitment activities for faculty.
Maintain new faculty applicants in AskIM and ensure their status is updated as needed.
Coordinate external advertisements.
Ensure requisition lists are up to date.
Initiate recruitment ballots, as needed.
Partner with HR Generalist to ensure faculty appointments, reappointments, onboarding activities, credentialing, and licensure requirements are completed.
Credentialing
Complete DEA verifications.
Responsible for reaffirmation/recredentialing process for both faculty and APPs.
Initiate new credentialing applications for incoming faculty and APPs. Ensure trackers are up to date. Follow up with candidates as needed.
Faculty and Staff Onboarding
Coordinate new hire onboarding with candidates and hiring managers.
Collaborate with HR Generalist to support new hire onboarding for faculty and staff. Complete I-9 verifications, initiate badge requests, ensure completion of onboarding checklist.
HR Program Administration & Operations
Facilitate job shadow and physician observership experiences within Internal Medicine; ensure compliance with UI Health Care and University policies.
Manage new hire, transfer, and exit checklists for staff and maintain both ePersonnel files and network files including the organization of documents to be included in each file.
Ensure clinical department forms are sent to the CSO for exiting faculty and APPs.
Review and verify years of service for recognition awards, track and distribute to divisions. Respond to questions and inquiries.
Run weekly coming due and past due compliances for staff and faculty. Communicate compliance information to Divisions. Trouble shoot system questions, processes licensing and credentialing, field questions.
Complete loan forgiveness forms and employee verification letters when requested.
Work with HR Director and Grant Accounting Office in support of the specified-term appointment process. Extend appointments when necessary.
Initiate workflow transactions. This includes new appointments, special compensation, change of status, terminations, transfers, and leave of absences.
Responsible for maintaining applicable HR systems such as ELMS, ERMA, and Employee Service.
Initiate payroll corrections for staff and faculty.
Complete medical leave request forms for employees requesting FMLA. Work with Senior HR Specialist and HR Generalist to ensure alignment.
Assist department HR leadership in rewarding and recognizing employees. Work with managers on exceptional performance award for employees, SPOT awards, career advancements and promotions.
Support performance management processes staff.
Assist with faculty annual review process for faculty. This includes faculty promotions/reappointments.
Advising/Communication
Communicate with staff and provide basic 'how to' instructions and guidance regarding processes and practices such as payroll applications, compliance issues, and employment inquiries.
Partner with department HR leadership to gather information as requested.
Strategic Planning
In collaboration with the HR Director, identify opportunities to improve systems and processes, achieve efficiencies and/or improve service delivery.
Assist with planning for recognition events and celebrations.
Work on projects as required.
Compliance with Policies, Laws and Regulations
Run standardized reports; follow up as needed to ensure compliance; take action to ensure compliance with laws, University policies and departmental expectations; follow up with assigned divisions/units to address outstanding requirements.
Maintain database.
Run HR ad-hoc reports; analyze, interpret data and reports, and provide insights/trends to leadership.
Review access ticket requests from IT. Verify appointment information.
Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties internally and externally.
Education Requirements
A Bachelor's degree in Human Resources Management or Business Administration or related field, or an equivalent combination of education and experience.
Required Experience
- Minimum of 1-2 years of progressive HR experience.
- Excellent verbal and written communication and interpersonal skills.
- Strong organizational and analytical skills and attention to detail.
- Demonstrated proficiency with Microsoft Office and computer software applications.
- Proficiency in computer software and applications including Word, Excel, PowerPoint, and Outlook.
- Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.
Desired Experience
- Experience in multiple HR program areas, such as recruitment, performance management, employee relations, and/or classification and compensation.
- Knowledge of state and federal regulations affecting human resources.
- Ability to be organized, flexible and multi-task in a high volume and fast-paced environment.
- Knowledge of University policies, procedures, and HR systems.
Position and Application Details:
In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact kaila-boothroy@uiowa.edu.