Human Resource Coordinator

University of Washington Medical Center•Seattle, WA

1d•Hybrid

About The Position

The Department of Family Medicine has an outstanding opportunity for a Human Resource Coordinator to join their team. Reporting to the Human Resources Manager of Staff, Student, and Resident Affairs, the Human Resource Coordinator is responsible for providing administrative coordination and logistical support for human resources activities within the Department of Family Medicine. This position supports both Staff and Faculty Human Resources Managers by assisting with recruitment coordination, onboarding logistics, personnel documentation, and HR record management. The Department of Family Medicine includes multiple divisions, academic programs, clinical sites, and research units operating across the WWAMI region. The Human Resource Coordinator plays an important role in supporting departmental HR operations by coordinating scheduling, tracking personnel processes, maintaining HR records, and assisting with recruitment and onboarding activities. This role supports both staff and faculty human resources processes by coordinating HR workflows, maintaining tracking systems, and ensuring documentation and records are organized and accessible. The position serves as a key logistical support resource to the HR team, helping ensure personnel activities across the department run efficiently. The Department of Family Medicine is a large and complex academic department with faculty, professional staff, classified staff, trainees, and student employees working across multiple programs and clinical locations. The Human Resource Coordinator plays an important role in supporting HR operations that enable the department’s clinical, education, and research missions.

Requirements

High School diploma or GED certificate and two years of office/clerical experience including at least six months of experience in a human resources or related setting.

Nice To Haves

Experience supporting human resources operations in an academic, healthcare, or large organizational environment
Familiarity with University of Washington systems including Workday
Experience coordinating recruitment, onboarding, or personnel processes
Strong organizational skills and attention to detail
Ability to manage multiple tasks and maintain accurate records
Ability to maintain confidentiality and handle sensitive personnel information

Responsibilities

Coordinate scheduling and calendaring for HR-related meetings, interviews, onboarding sessions, and faculty or staff personnel discussions
Schedule candidate interviews and coordinate interview logistics including meeting invitations, room reservations, and candidate communications
Coordinate onboarding schedules for new employees including orientation meetings, introductions, and required onboarding sessions
Assist with preparation and distribution of onboarding materials and new hire information
Track onboarding progress and maintain onboarding checklists to ensure required steps are completed
Coordinate offboarding logistics including scheduling exit meetings and updating internal tracking systems
Maintain departmental HR tracking tools and spreadsheets related to recruitment, hiring status, onboarding progress, and personnel actions
Maintain personnel files and electronic employee records in accordance with University record retention guidelines
Scan, file, and organize HR documentation including appointment letters, personnel forms, and employment records
Monitor shared HR email inboxes and route inquiries to the appropriate HR manager
Assist with preparation of HR correspondence and documentation for staff and faculty personnel actions
Coordinate signature routing for HR documentation and maintain organized records of completed forms
Prepare HR-related reports or summaries using spreadsheets or database tools
Maintain departmental employee directories and HR contact lists
Assist HR managers with tracking timelines for personnel actions such as faculty reappointments, staff hiring processes, and onboarding activities
Schedule candidate interviews and coordinate interview logistics with hiring managers and search committees
Communicate interview schedules and logistics with candidates
Maintain recruitment tracking spreadsheets and assist with organizing candidate materials
Assist with preparation of recruitment documentation and hiring correspondence
Coordinate meeting space or virtual meeting logistics for recruitment activities
Assist with coordination of faculty and staff personnel processes including appointments, reappointments, position updates, and employment changes
Track timelines related to staff and faculty personnel actions and maintain departmental tracking systems
Coordinate document routing and signature collection for personnel documentation
Maintain staff and faculty personnel records and departmental tracking databases
Assist HR managers with preparation and organization of personnel documentation and correspondence