Department of Pharmaceutical Care HR Associate

University of Iowa•Iowa City, IA

About The Position

The University of Iowa Health Care’s Department of Pharmaceutical Care is seeking a full-time HR Associate. Under the supervision of the HR Director, this position supports departmental human resource operations and serves as the first point of contact for employee and leadership questions and concerns. The HR Associate provides initial guidance about established policies and procedures and coordinates follow-up with appropriate HR partners. Key areas include recruitment and onboarding support, ELMS timekeeping assistance, license and certification compliance, maintenance of confidential employee information, employee recognition and communication, and administrative HR support. The role gathers and maintains employee information, assists with improving processes and tracking tools, supports departmental HR projects, and communicates deadlines and requirements to employees and supervisors. The HR Associate assists with recruitment, interview coordination, candidate communications, onboarding documentation, credential verification, employment eligibility verification, student pharmacy rotation access, and employee engagement activities. The position maintains personnel files and employee information across approved systems; reviews timecards and reports, follows up on corrections, and assists with payroll reporting; coordinates badges and access requests; and submits and monitors HCIS tickets. The position is the primary departmental contact for tracking pharmacist and pharmacy technician licenses, registrations, and certifications. Duties include verifying credentials, monitoring renewals, communicating deadlines, escalating unresolved issues, documenting follow-up, supporting audits, and maintaining records in accordance with confidentiality, access, and retention requirements. Additional duties include reception coverage, managing phone, fax, email, and mail, maintaining departmental resources, preparing operational reports, and providing other HR and administrative support as assigned. Applicants must provide a resume and cover letter marked as a “Relevant File.” Successful candidates must self-disclose conviction history and undergo a criminal background check and credential and education verification. Up to five professional references may be requested later in the recruitment process.

Requirements

Bachelor’s degree in Human Resources Management, Business Administration, or a related field, or an equivalent combination of education and experience.
Previous customer service experience within the last year.
Strong organizational and analytical skills and attention to detail.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and computer software applications.
Excellent interpersonal and relationship-building skills and effective verbal and written communication at all organizational levels.
Ability to work independently and as part of a team in a fast-paced, dynamic environment.
Commitment to confidentiality and handling sensitive employee information with integrity.

Nice To Haves

Working knowledge of state and federal regulations affecting human resources.
Previous work in Human Resources.
Experience in data management and analytics focused on transactional work.
Knowledge of University policies and procedures.

Responsibilities

Gather, organize, track, and maintain employee information supporting HR practices, recruitment, onboarding, timekeeping, compliance monitoring, and workforce needs.
Assist with planning and organizing HR and administrative functions and communicating and implementing procedural or operational changes.
Identify and recommend improvements to employee support, tracking tools, communications, records, and workflows; participate in HR projects and approved process improvements.
Serve as the first point of contact for employee, supervisor, and manager HR questions and concerns; provide initial guidance on established policies, timekeeping, employment processes, compliance requirements, and resources.
Clarify HR requests, coordinate follow-up with appropriate HR, payroll, leadership, and university partners, and refer sensitive or complex matters promptly.
Communicate requirements, deadlines, and outstanding items, monitor follow-up, and distribute HR and departmental updates.
Assist with recruitment for Professional and Scientific, SEIU, Merit, student, and temporary positions, including interview scheduling, candidate communications, meeting arrangements, parking vouchers, materials, and recruitment records.
Coordinate onboarding documents, applicable credential verification, badges, system access, pharmacy biometrics, and other employment resources; provide assigned backup for E-Verify activities.
Coordinate access requests for students participating in pharmacy rotations and other departmental learning experiences.
Prepare pharmacist license displays and signature cards and coordinate updates when personnel or credentials change.
Support the Pharmacy PROPs award program and employee appreciation and engagement activities.
Maintain confidential electronic personnel files and enter, update, and verify employee information in HRIS, ERMA, ePersonnel, and departmental tracking systems as assigned.
Provide ELMS timekeeping support; review timecards and reports for missing entries, discrepancies, critical exceptions, and outstanding approvals; follow up on corrections; and process authorized updates within assigned responsibilities.
Respond to routine ELMS questions, refer issues requiring policy interpretation or pay or leave determinations, and help prepare information for payroll processing.
Recognize timekeeping issues that may require leave or accommodation review and notify the appropriate HR partner.
Coordinate badge requests, replacements, access changes, and pharmacy biometric access; submit and monitor HCIS tickets and coordinate resolution of requests.
Track required pharmacist and pharmacy technician licenses, registrations, and certifications; verify credentials, document records, monitor renewal dates, communicate deadlines, and escalate unresolved items.
Communicate with the Board of Pharmacy about licensure and registration questions or issues and coordinate and document follow-up.
Generate compliance reports, track required training and documentation, support audits and surveys, and audit employee and departmental records for accuracy and completeness.
Maintain personnel records in accordance with confidentiality, access, and retention requirements and maintain working knowledge of applicable university and departmental procedures.
Provide reception coverage, answer calls, greet visitors, monitor the fax queue and general email inbox, route correspondence, distribute mail, and assist with cash handling and documentation.
Maintain the pharmacy directory, publications, and administrative resources; compile and distribute operational reports; and complete recurring activities such as hospital census reporting, travel log audits, and document uploads.
Provide backup coverage and perform other related HR and administrative duties as assigned.
Meet reasonable standards of work quality and quantity, attendance expectations, and University Operations Manual policies governing employee responsibilities and conduct.