Coordinator, Personnel Administration

Coordinator, Personnel Administration Job Summary Job Summary The Department of Pediatrics at the University of Utah School of Medicine is seeking a personnel administration coordinator with advanced administrative and computer skills to join the department's centralized faculty and staff administration team. Under minimal supervision, provides complex administrative support in the areas of human resources, employee relations, staff administration, compliance, and record maintenance for the Department of Pediatrics consisting of approximately 400 faculty and 800 staff. Functions as a key member of the department's centralized faculty and staff administration team, and acts as a catalyst between the Department and its customers and staff to ensure continuity and quality of service and care. Opportunities for a hybrid telework schedule may be available if supported by operational needs. The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department. The University of Utah offers a comprehensive benefits package including: Excellent health care coverage at affordable rates 14.2% retirement contributions that vest immediately Generous paid leave time 11 paid Holidays per year 50% tuition reduction for employee, spouse, and dependent children Flex spending accounts Free transit on most UTA services Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel Professional development opportunities Additional benefits information is available at https://benefits.utah.edu/ Responsibilities Essential Functions Interprets and applies university and department policies to address and resolve complex employee relations issues. Advises and trains managers and supervisors in best employee relations practices and strategies for managing performance and/or behavior issues. Acts as a liaison between department managers and the University Human Resource Management group when addressing employee relation concern. Assists managers and the University Human Resource Management group to develop appropriate solutions and outcomes for complex employee relations issues; assists with drafting employee relations documents; attends and participates in employee disciplinary meetings. Serves as a liaison between the Department and University Human Resources Management. Manages and maintains human resources information published on the department’s intranet. Ensures documents, links, and materials are accurate and current. Assists with creating department resource documents and forms to be uploaded to the intranet. Works with the department’s IT office to update information as needed. Assists with organizing, planning, and conducting new employee orientation for faculty and staff. Develops, maintains, and distributes orientation and onboarding materials utilizing a variety of media; ensures that training materials and programs are current, accurate, and effective. Oversees the staff offboarding process. Disseminates offboarding and exit interview information; ends computer, building, and parking access; processes termination ePafs; and maintains internal termination log. Listens to feedback, suggestions, and other information provided during exit interviews, and uses constructive feedback in a confidential manner to bring about positive changes and improvements to the department and employee satisfaction; reports feedback and concerns to senior leadership. Serves as the department’s primary contact for employment verification. Guides and directs employees and managers to appropriate contacts to obtain necessary employment verification information. Completes Public Service Loan Forgiveness (PSLF) and Temporary Expanded PSLF (TEPSLF) certification requests. Tracks mandatory training for staff, including new-hire training, compliance training, regulatory training, defensive driving, and other electronic training modules. Prepares and sends notification reminders to staff and managers regarding training module assignments and deadlines. Tracks the department’s staff evaluation process, including 3-month, 5-month, and annual evaluations. Sends notification reminders to the appropriate supervisor for 3- and 5-month performance evaluations. Sends notifications to the department at end-of-year to prepare for annual evaluations and follow-up notifications to divisions to keep the evaluation process on track. Provides hiring managers with system training on the University’s performance management software program (UUPM). Updates and maintains electronic files and tracking logs. Scan and index documents into the department’s centralized HR databases. Provides administrative support for all team members as needed, which includes but is not limited to faculty and staff administration, human resources, provider credentialing and malpractice, academics, and other areas of Pediatric Administration. Performs other related duties and ad hoc projects as assigned. Disclaimer This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.Work Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead. Minimum Qualifications Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience). Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. Preferences Preferences Computer skills and proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Ability to learn new computer applications and programs with minimal training. Advanced communication skills, both oral and written. Previous experience managing and tracking complex processes and projects in a large organization. Previous experience managing and processing employee relation concerns, which may include corrective action, performance management, policy violations, and involuntary termination. Skilled in dealing with workplace behavior issues and practices. Highly developed problem solving, investigative and analytical skills, resulting in strong ability to identify issues, write reports, and make recommendations. Ability to provide coaching to individuals at all levels and influence as appropriate to ensure successful outcomes. Exceptional interpersonal skills and ability to handle sensitive and difficult issues in a confidential manner. Excellent organizational and time management skills with strong attention to detail. Ability to effectively manage multiple projects and competing deadlines. Special Instructions Requisition Number: PRN37838B Full Time or Part Time? Full Time Work Schedule Summary: Monday – Friday, 8:00 a.m. – 4:30 p.m. Opportunities for a hybrid telework schedule may be available if supported by operational needs. Department: 00848 - Pediatric Administration Location: Campus Pay Rate Range: $31,600 to $55,621 Close Date: Open Until Filled: Yes To apply, visit https://utah.peopleadmin.com/postings/161145 jeid-9c8f503970a2be4dad802af640e21d48