HR Records Specialist

Job Description

Job Description

About the Role

As the HR Records Specialist at Howard University Hospital, you will safeguard the accuracy, integrity, and confidentiality of employee personnel records. You will keep our records compliant with organizational policies, regulatory requirements, and healthcare standards while supporting HR operations through timely processing, filing, scanning, auditing, and management of employee data and documentation.

What You'll Do

• Maintain and update employee records (electronic and paper), ensuring accuracy, completeness, and compliance with federal, state, and organizational requirements (e.g., I-9, licensure, certifications, job applications, performance evaluations, competencies).
• Conduct regular audits of employee records and documentation to ensure compliance with HIPAA, The Joint Commission, regulatory bodies, and internal standards; support documentation readiness for internal and external audits.
• Manage document retention and records management processes in accordance with regulatory guidelines and organizational policies.
• Maintain up-to-date knowledge of personnel record requirements, regulatory standards, and healthcare compliance expectations, applying changes to records processes and practices as needed.
• Respond to internal and external requests for employment verification, audits, and record requests in a timely and compliant manner, per hospital policy and procedures.
• Ensure proper onboarding documentation is completed and appropriately filed, including background checks, credentials, and required employment forms.
• Support HR data integrity efforts by identifying discrepancies in employee records and partnering with HR Operations for resolution.

Required Qualifications

• Associate's degree in Human Resources, Business Administration, Healthcare Administration, or a related field.
• Minimum 2–4 years of experience in HR operations, records management, HRIS support, or related work.
• Knowledge of HR records management, HRIS systems, and personnel file compliance requirements.
• Strong understanding of HIPAA, employment laws, and document retention regulations.
• High attention to detail and accuracy in data entry and file management.
• Ability to maintain strict confidentiality and handle sensitive information.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office products, especially Excel, Word, and Outlook.
• Analytical skills to audit and validate employee data.
• Customer service orientation with the ability to respond to internal stakeholders.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Strong written and verbal communication skills.

Preferred Qualifications

• Bachelor's degree.
• Healthcare HR experience.
• PHR, SHRM-CP, or equivalent certification.
• Experience with HRIS systems and familiarity with regulatory audits (e.g., The Joint Commission).

Position Details

Job Title HR Records Specialist Department Human Resources Reports To Supervisor, HR Records FLSA Status Non-Exempt Employment Type Full-Time

Pay & Schedule

Pay Range: $20.00 – $26.44 per hour

Schedule: Full-Time, Monday–Friday, 8:30 AM – 5:00 PM

About Howard University Hospital

Founded in 1862 as Freedmen's Hospital, Howard University Hospital is the nation's only teaching hospital located on the campus of a historically Black university. A designated Level 1 Trauma Center in Washington, DC, HUH has a proud legacy of training generations of healthcare professionals and serving the community with distinction.

What We Offer

• Comprehensive medical, dental, and vision coverage
• Tuition remission (up to 2 courses per semester)
• Retirement savings plans
• Paid time off and holidays
• Professional development opportunities

Compliance Statements

Culture of Care: In an effort to improve patient safety, Howard University Hospital (HUH) supports a Just Culture. This atmosphere of accountability promotes the identification of human error, at-risk behavior, and reckless behavior, with the goal of maintaining a culture for learning, safe systems, and well-managed behavioral choices.

Equal Opportunity Employer: Howard University Hospital is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, or any other class protected under the DC Human Rights Act or applicable federal, state, or local law.

Reasonable Accommodation: Applicants requiring reasonable accommodation in the application or hiring process should contact View email address on us.fitly.work.

Pay Transparency: In compliance with the DC Pay Transparency Act, the anticipated pay range for this position is included in this posting. Actual compensation is determined by qualifications, experience, and internal equity.

Disclaimer: The preceding job posting has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.