Human Resource (HR) Assistant
|Req #: ||141579 |
|Department: ||UW MEDICINE IT SERVICES |
|Job Location: || Harborview Medical Center |
|Job Location Detail: ||Ninth & Jefferson Building (NJB) |
|Posting Date: ||01/13/2017 |
|Closing Info: || Open Until Filled |
|Salary: ||$2,617 - $3,461 per month depending on experience |
|Union Position: ||Yes |
| || This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information |
|Shift: ||Mon-Fri from 8:00am to 5:00pm |
| UW Medicine's IT Services department is looking for an outstanding Human Resource (HR) Assistant to join the team! |
This classification is governed by a negotiated labor contract and is subject to union shop provisions. For information about union shop provisions, click here to view union information on the UW website.
What are we looking for?
Patients Are First focus
Customer service mindset
Interpersonal skills and teamwork
Adaptability and flexibility
What are the perks?
Medical insurance at reasonable rates with TEN plans to choose from!
Dental Insurance at no cost to you OR your dependentsAND we have three plans for you to choose from!
10 paid holidays AND one personal holiday every year!
Generous amounts of vacation and sick leave that you can feel good about taking!
TWO Retirement plans to choose from!
Voluntary Investment program to save more towards your retirement!
Deferred Compensation program to save even MORE towards your retirement!
Dependent Care Assistance program!
On-site Childcare Centers!
Flexible Spending Accounts!
Long Term Disability insurance!
Life and Accidental Death and Dismemberment insurance!
U-PASS transportation program and discounted parking!
Tuition Exemption program!
Housing Resources and home buying options!
Auto, home, renter, and boat group insurance!
Valuable membership and merchandise discounts!
Federal student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program!
For all of the specific details on these benefits and more, please click here.
And now for some of the "official" language:
The Human Resource (HR) Assistant will serve as the point of contact for Human Resources and Administration at the Ninth & Jefferson location for UW Medicine IT Services. This position will have access to restricted or confidential information and is expected to utilize only the minimum amount of information necessary to perform job responsibilities and duties and only for authorized purposes.
Onboards temporary workers which includes (but is not limited to) facilitating the background check process with HMC Security Services and ensuring compliance with UW and UW Medicine policies.
Ensures that the steps of the onboarding checklist are followed. This is accomplished by reviewing the checklist with the contractor and the manager; obtaining signed copies of the UW Medicine Patient, Confidentiality and Information Security Agreement (PCISA) and other required documents.
Completes forms to request badges and access for contingency staff.
Functions as the point-of-contact for contingency staff questions about department, Hospital and University policies and procedures.
Creates and maintains personnel files, recruitment files and contingency staff files.
Conducts reference checks by contacting candidate's references, gathering information from these sources and reporting results to the department's Senior Technical Recruiter.
Assists with calendars and scheduling, including but not limited to candidate interviews with hiring managers and their panels.
Maintains performance review tracking sheet, ensuring that employees' information is up-to-date and reminders are distributed on time to managers.
Liaises with central HR regarding supervisor, manager, and organizational changes for accuracy in Lawson and other HR systems.
Assists with distributing UW milestone service awards for the department's recipients.
Creates the weekly Open Positions report to department-wide distribution and fields questions about the open positions.
Assists with creating and distributing department statistical HR and Payroll reports including the monthly Turnover Report and Quarterly Manager Turnover Report for the Chief Operating Officer.
Assists with personnel file maintenance.
Assists with HR-related correspondence, including office manual content, and HR policy and procedures; prepares printed materials and makes copies; edits materials for accuracy, appearance, readability and style.
Tracks job descriptions and job competencies; enters new information as needed.
Updates ITS Administration SharePoint site with new content; creates workflows as assigned.
Provides support to the Assistant Director for ITS Human Resources and Administration; including, but not limited to, calendar management and meeting support.
Administration at Ninth & Jefferson
Provides front desk services: greets visitors, following the visitor check-in/check-out process, and notifies department staff of their arrivals. May direct visitors to meeting locations and assist with way-finding. This includes assisting with badging and access if visitor is a UW employee (but not from HMC) and will have office hours or regular meetings at the Ninth and Jefferson Building (NJB).
Answers phones and forwards callers to appropriate staff. Takes messages or fields/answers all routine and non-routine questions.
Maintains lobby for a clean and professional appearance.
Accepts deliveries and notifies receivers; this includes ensuring that packaging slips are reviewed and signed off by the receiver and routing packaging slips to Purchasing.
Sorts and distributes mail; receive packages for shipment and arrange for pick-up.
Responds to and fulfills requests for parking permits, on-call parking, pagers, long distance codes and conference lines according to departmental rules.
Responds to and fulfills requests for site access to IT Services locations: NJB & PSB and is back-up for IBM.
Reviews, responds or distributes messages received in the ITS Administration email account.
Keeps email distribution lists up-to-date for department-wide communications and ITS Leaders communications as individuals onboard and separate.
- Reviews emails sent to these distribution lists and approves/rejects for posting, according to ITS Administration guidelines.
Keeps track of audio/visual inventory (projectors, laptops, conference phones and video conferencing units), checks equipment in/out, ensures equipment is in working order and assists with meeting set-up.
Backs-up the Facilities and Safety Coordinator for unplanned or planned absences.
Assesses and tracks inventory levels for routine office supply stock and replenishes as appropriate.
Organizes the office supply areas; ensuring that product is easily located by department staff.
Responds to and places non-routine orders based on a unit's request for project needs.
Requests business cards orders, including creating and reviewing proofs for accuracy and distributing orders upon arrival.
Performs other duties as assigned
| What you'll bring to the table: |
High school graduation or equivalent AND two years of full-time clerical experience or equivalent combination of education/experience.
Additional Department Requirements:
Recent front desk or reception work experience.
Proficient with Microsoft Office including Outlook, Excel, and Word.
| Ideally, you'll also have: |
Ability to provide exceptional customer service and work positively with all level of employees, visitors and guests.
Ability to work independently within areas of responsibility to set priorities, organize and problem-solve timely, and identify issues that require escalation.
Ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.
Excellent verbal and written communication skills with exceptional interpersonal communication skills and readiness to lend a hand.
Proficiency with MS Office products such as PowerPoint, Publisher, SharePoint and Visio.
Familiarity with PurchasePath and Ariba.
|CONDITION OF EMPLOYMENT:|
| What are some of the other tidbits that you might want to know? |
This classification is governed by a negotiated labor contract and is subject to union shop provisions.
This position works 8 AM 5 PM which includes one (1) 60-minute (unpaid) meal break and two (2) 15-minute (paid) rest breaks. Breaks and lunches are scheduled in order to coordinate consistent front desk coverage.
Absences from the front desk must be arranged for and approved of in advance when possible. Excellent attendance is critical to the success of this position.
This position is located in a front desk environment in the main lobby of the IT Services department at the Ninth and Jefferson Building.
This posting may not include the complete job description. For a complete job description, please reference the department's document for this role.
Who are we and what do we do?
UW Medicine's mission is to improve the health of the public by advancing medical knowledge, to provide outstanding primary and specialty care to the people of the region, and to prepare tomorrow's physicians, scientists and other health professionals. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
UW Medicine's Information Technology Services (ITS) department is a shared services organization that supports ALL of UW Medicine! UW Medicine is comprised of Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine and Airlift Northwest. In addition, UW Medicine shares in the ownership and governance of Children's University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Children's). ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all of these institutions, along with the implementation of new services and applications that are used to support and further the UW Medicine mission.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or click here to send an email.
The University of Washington is a leader in environmental stewardship and sustainability, and committed to becoming climate neutral.