HR Coordinator - Internal Medicine

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.