HR Associate - Department of Pharmaceutical Care

UIOWA•Iowa City, IA

About The Position

The University of Iowa Health Care, Department of Pharmaceutical Care, is seeking a full-time HR Associate to support departmental human resource operations. Under the supervision of the HR Director, this position is the first point of contact for employee and leadership HR questions and concerns, provides initial guidance on established policies and procedures, and coordinates follow-up with appropriate HR partners. The HR Associate supports recruitment and onboarding, ELMS timekeeping, licensure and certification compliance, confidential personnel records, employee recognition and communications, and general administrative HR operations. The role also helps track employee information, maintain accurate records, monitor deadlines and required activities, identify opportunities to improve processes, and support departmental HR projects. This position assists with recruitment for Professional and Scientific, SEIU, Merit, student, and temporary roles; coordinates interviews and onboarding resources; maintains employee information in HR systems; and supports payroll and timekeeping activities. It is the primary departmental contact for tracking pharmacists’ and pharmacy technicians’ required licenses, registrations, and certifications, including verification, renewal monitoring, and follow-up on outstanding items. Additional duties include reception and phone coverage, monitoring general email and fax queues, routing correspondence, maintaining departmental resources, preparing operational reports, and providing backup administrative support. Staff are expected to meet reasonable work quality, quantity, and attendance standards and comply with University policies governing employee responsibilities and conduct. Applicants must submit a resume and cover letter marked as a “Relevant File.” Job openings are posted for at least seven calendar days and may be removed and filled after that period. Successful candidates must self-disclose conviction history and are subject to 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 the ability to communicate effectively, verbally and in writing, at all levels of the organization.
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 experience 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 implementing approved changes and process improvements.
Serve as the first point of contact for HR questions from employees, supervisors, and managers, providing initial guidance on established policies, procedures, processes, and resources.
Gather information about requests and coordinate follow-up with HR coordinators, the payroll coordinator, HR leadership, or other university partners.
Refer sensitive or complex matters, including employee relations concerns, potential policy violations, leave and accommodation questions, and compensation issues, to appropriate HR partners.
Communicate requirements, deadlines, updates, and outstanding items to employees and supervisors; monitor follow-up through completion.
Assist with departmental HR updates, newsletters, and employee engagement communications.
Support recruitment activities, including interview scheduling, candidate communications, meeting arrangements, parking vouchers, interview materials, and recruitment documentation.
Support onboarding by coordinating documents, verifying applicable credentials, and arranging badges, system access, pharmacy biometrics, and other employment resources.
Provide backup support for employment eligibility verification, 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 the Pharmacy PROPs award program and employee appreciation and engagement activities.
Maintain confidential electronic personnel files and organize 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; review timecards and reports for missing entries, discrepancies, critical exceptions, and outstanding approvals.
Follow up with employees and supervisors on timekeeping corrections and documentation, process authorized updates within assigned responsibilities, and answer routine ELMS questions.
Refer questions requiring policy interpretation, pay determinations, or leave review to the payroll coordinator or appropriate HR partner; assist with information gathering and payroll reports.
Identify timekeeping issues that may require leave or accommodation review and notify the appropriate HR partner.
Coordinate badge requests, replacements, and access changes; maintain pharmacy biometric access and update it following approved personnel changes.
Submit and monitor HCIS tickets for employee access, onboarding, and other departmental needs, coordinating with HCIS and departmental contacts to resolve requests.
Maintain tracking tools and follow-up processes for assigned HR activities and maintain working knowledge of applicable university and departmental procedures.
Track required licenses, registrations, and certifications for pharmacists and pharmacy technicians; verify credential status, maintain documentation, and enter accurate information into approved systems.
Monitor credential expiration and renewal requirements, communicate deadlines, follow up on outstanding items, and promptly notify HR leadership and supervisors about unresolved credentials.
Communicate with the Board of Pharmacy regarding licensure and registration questions, discrepancies, renewal issues, and other concerns; document communications and coordinate follow-up.
Generate and distribute compliance reports, assist with tracking employee training and documentation, and support audits and survey preparation.
Audit employee information and departmental records for accuracy and completeness, resolve discrepancies with appropriate contacts, and maintain records according to confidentiality, access, and retention requirements.
Provide reception coverage, answer departmental calls, greet visitors, and respond to inquiries professionally.
Monitor the departmental fax queue and general email inbox; route requests and correspondence and follow up as needed.
Receive and distribute mail and assist with cash handling and documentation under established procedures.
Maintain the pharmacy directory, departmental publications, and other administrative resources at the request of departmental leaders.
Compile and distribute 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.
Meet reasonable standards for work quality, work quantity, and attendance, and comply with University policies governing employee responsibilities and conduct.