Department of Pharmaceutical Care HR Associate

Department of Pharmaceutical Care HR Associate

Join Our Team at the University of Iowa Health Care! The University of Iowa Health Care, Department of Pharmaceutical Care, is seeking a full-time HR Associate to join our team! Under the supervision of the HR Director, the HR Associate supports human resource operations for the Department of Pharmaceutical Care. This position serves as the first point of contact for employee and leadership HR questions and concerns, provides initial guidance regarding established policies and procedures, and coordinates follow up with appropriate HR partners. Key areas of responsibility include recruitment and onboarding support, ELMS timekeeping assistance, licensure and certification compliance, maintenance of confidential employee information, employee recognition, communication, and administrative HR support.

Position Responsibilities:

• S trategic Planning
  • Gather data and track employee information in support of departmental HR practices and policies. Assist with planning and organizing HR and administrative functions.
  • Collect, organize, and maintain employee information to support recruitment, onboarding, timekeeping, compliance monitoring, and departmental workforce needs.
  • Assist with communicating and implementing changes to HR procedures, administrative practices, and departmental operations.
  • Identify opportunities to improve employee support, simplify processes, strengthen record accuracy, and improve timely completion of required activities.
  • Recommend improvements to tracking tools, employee communications, and workflows related to licensure, onboarding, personnel records, and timekeeping.
  • Participate in departmental HR projects and assist with implementing approved process improvements.
• Advising/Communication
  • Serve as the first point of contact for HR questions and concerns from Department of Pharmaceutical Care employees, supervisors, and managers.
  • Provide initial guidance and basic “how to” instructions regarding established HR policies, timekeeping procedures, employment processes, compliance requirements, and available resources.
  • Gather relevant information, clarify the nature of requests, and coordinate follow-up with HR coordinators, the payroll coordinator, HR leadership, or other appropriate university partners.
  • Recognize and promptly refer sensitive or complex matters, including employee relations concerns, potential policy violations, leave and accommodation questions, and compensation issues, to the appropriate HR partner.
  • Communicate requirements, deadlines, and outstanding items to employees and supervisors, and monitor follow-up through completion.
  • Assist with distributing HR updates and departmental communications. Provide backup support for the departmental newsletter and employee engagement communications.
  • Exercise discretion when responding to inquiries and sharing confidential information with authorized parties.
• Talent Management and Engagement
  • Assist HR coordinators and hiring leaders with recruitment activities for Professional and Scientific, SEIU, Merit, student, and temporary positions.
  • Coordinate interview scheduling, candidate communications, meeting arrangements, and parking vouchers. Prepare and distribute interview materials as requested.
  • Track requested recruitment documentation and assist with maintaining complete and accurate recruitment records.
  • Support onboarding by coordinating required documents, verifying applicable credentials, and arranging badges, system access, pharmacy biometrics, and other resources needed for employment.
  • Provide backup support for employment eligibility verification activities, including E-Verify, as assigned.
  • Coordinate access requests for students participating in pharmacy rotations and other departmental learning experiences.
  • Prepare pharmacist license displays and signature cards, as applicable, and coordinate updates when personnel or credentials change.
  • Support administration of the Pharmacy PROPs award program by coordinating submissions, maintaining program records, communicating with relevant parties, and assisting with recognition arrangements.
  • Assist with employee appreciation and engagement activities in collaboration with HR staff and departmental leaders.
• HR Program Administration and Operations
  • Maintain confidential electronic personnel files, including uploading and organizing employment documentation in ePersonnel and other approved systems.
  • Enter, update, and verify employee information in HRIS, ERMA, and departmental tracking systems, as assigned.
  • Provide ELMS timekeeping support in collaboration with the payroll coordinator and HR team. Review timecards and reports for missing entries, discrepancies, critical exceptions, and outstanding approvals.
  • Follow up with employees and supervisors regarding timekeeping corrections and required documentation, and process authorized updates within assigned access and responsibilities.
  • Respond to routine ELMS and timekeeping questions. Refer questions requiring further policy interpretation, pay determinations, or leave review to the payroll coordinator or appropriate HR partner.
  • Assist with gathering information and preparing reports to support accurate and timely payroll processing.
  • Recognize timekeeping issues that may require leave or accommodation review and notify the appropriate HR partner.
  • Coordinate badge requests, replacements, and access changes for new and existing personnel. Maintain pharmacy biometric access and update access following approved personnel changes.
  • Submit and monitor HCIS tickets for employee access, onboarding, and other departmental needs. Coordinate with HCIS and departmental contacts to resolve outstanding requests.
  • Maintain tracking tools and follow-up processes for assigned HR activities to support timely completion and accurate records.
  • Maintain working knowledge of university and departmental HR procedures applicable to assigned responsibilities.
• C ompliance with Policies, Laws, and Regulations
  • Serve as the primary departmental contact for tracking required licenses, registrations, and certifications for all pharmacists and pharmacy technicians.
  • Verify credential status using appropriate sources, maintain supporting documentation, and enter accurate information into HRIS and other approved systems.
  • Monitor expiration dates and renewal requirements. Communicate upcoming deadlines to employees and supervisors and follow up on outstanding items.
  • Identify expired, missing, restricted, or otherwise unresolved credentials and promptly notify HR leadership and the employee’s supervisor for review and direction.
  • Communicate with the Board of Pharmacy regarding licensure and registration questions, discrepancies, renewal issues, and other concerns. Document communications and coordinate follow-up with employees, supervisors, and HR leadership.
  • Maintain records of credential verification, employee notifications, and resolution of outstanding compliance items.
  • Generate and distribute reports related to assigned compliance requirements and assist with tracking required employee training and documentation.
  • Support audits and survey preparation by gathering requested personnel records and credential documentation for review.
  • Audit employee information and departmental records for completeness and accuracy, and resolve discrepancies with appropriate contacts.
  • Maintain personnel records in accordance with established confidentiality, access, and retention requirements.
• HR /Administrative Support
  • Provide reception coverage, answer departmental phone calls, greet visitors, and respond to inquiries in a courteous and professional manner.
  • Monitor the departmental fax queue and general email inbox. Route requests and correspondence to appropriate individuals and follow up as needed.
  • Receive and distribute departmental mail and assist with cash handling and documentation in accordance with established procedures.
  • Maintain the pharmacy directory, departmental publications, and other administrative resources at the request of departmental leaders.
  • Compile and distribute assigned operational reports and complete recurring administrative activities, including hospital census reporting, travel log audits, and document uploads.
  • Provide backup coverage and perform other related HR and administrative duties as assigned.

As part of performing the key areas of responsibility described above, staff members are expected to meet reasonable standards of work quality and quantity, as well as expectations for attendance established by their supervisor. Staff members are also expected to comply with policies governing employee responsibilities and conduct, including those contained in the University Operations Manual.

EDUCATION REQUIREMENTS:

A Bachelor's degree in Human Resources Management or Business Administration or related field, or an equivalent combination of education and experience.

EXPERIENCE REQUIREMENTS:

Previous customer service experience is required within the last year.

Must possess strong organizational and analytical skills and attention to detail. Proficient with MS Office suite (Outlook, Word, Excel & PowerPoint).

Excellent interpersonal and relationship building skills with the ability to communicate effectively (verbally and written) at all levels of the organization.

Demonstrated proficiency with Microsoft Office and computer software applications. Evidence of strong organizational skills and attention to detail.

Ability to work independently and as part of a team in a fast-paced, dynamic environment.

Commitment to maintaining confidentiality and handling sensitive employee information with integrity.

DESIRED QUALIFICATIONS:

Working knowledge of state and federal regulations affecting human resources.

Previous work in Human Resources.

Experience in data management and analytics with a focus on transactional work.

Knowledge of University policies and procedures.

Position and Application details:

For additional questions, please contact John Cashman at View email address on click.appcast.io

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.

Additional Information

• Classification Title: HR Associate
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Equal opportunity employer

The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, View phone number on click.appcast.io or View email address on click.appcast.io . For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at View phone number on click.appcast.io .