Human Resources Assistant School of Medicine Dean's Office

Job Description

Position Summary

The School of Medicine Human Resources team is seeking a detail-oriented and customer-focused Human Resource Assistant to provide administrative and transactional support that keeps our HR operations running smoothly.

The University of Washingtons School of Medicine is home to approximately 6000 staff members and is the largest academic unit within the University with over 12000 total employees and an annual budget exceeding $2 billion. Its size and scope reflect a complex academic research and clinical environment that requires strong reliable HR operations to support its people and programs.

In this front-line support role you will be the first point of contact for routine HR inquiries ensuring questions are answered promptly or routed to the right person. Youll maintain organized and accurate personnel records track requests through completion and process a range of entry-level HR transactions in accordance with established policies.

This position thrives on collaboration clear communication and strong organizational skills. Success requires balancing multiple requests in a busy environment applying discretion with sensitive information and maintaining a high level of accuracy in all tasks. Your work will directly support HR colleagues allowing them to focus on complex advising and process improvements and will help ensure faculty staff and students receive the timely high-quality HR services they need to advance the Universitys mission of education research and public service.

Duties and Responsibilities

70% HR Administrative Support

• Serve as a first point of contact for incoming HR inquiries from employees managers and administrators.

• Monitor and triage incoming requests identifying urgent matters providing initial responses or directing them to the appropriate HR team member.

• Respond to routine questions about HR policies procedures timelines and documentation requirements using established resources and templates.

• Maintain accurate tracking of pending requests update stakeholders on progress and follow up to ensure timely resolution.

• Provide clear courteous and professional communication in all interactions modeling service-oriented behavior and maintaining confidentiality at all times.

• Maintain organized records of inquiries and actions taken ensuring accuracy and adherence to retention and compliance requirements.

20% HR Records Management

• Maintain accurate and update personnel records in both electronic and physical formats ensuring compliance with applicable record retention policies.

• Organize label and store HR documentation in a clear and consistent manner to support easy retrieval and secure handling.

• Assist with the transition of personnel records between storage systems or formats as needed ensuring data integrity throughout the process.

• Prepare routine HR correspondence summaries or memos for review and approval by HR leadership.

• Safeguard confidential information and exercise discretion when managing sensitive employee data.

10% HR Transactions

• Process entry level personnel actions such as student hires job title updates and other assigned transactions following established procedures and timelines.

• Review transaction requests for completeness and accuracy before submission ensuring they meet applicable policy and documentation requirements.

• Enter data into HR systems with a high degree of attention to detail to prevent errors and maintain data integrity.

• Communicate clearly with requestors to confirm receipt provide status updates or request additional information when needed.

• Maintain confidentiality and exercise discretion in handling sensitive employee information related to transactions.

Minimum Requirements

Two years of office/clerical experience.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Desired Qualifications

• Experience working in a human resources payroll or high-volume administrative support setting.

• Experience managing shared inboxes and/or customer service queues.

• Familiarity with electronic file management systems and record retention practices.

• Strong organizational and attention-to-detail skills.

• Ability to communicate clearly and courteously with a variety of stakeholders.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.