Human Resource Coordinator

University of Washington Shoreline, WA
As a UW employee, you will enjoy generous benefits and work/life programs.

For detailed information on Benefits for this position, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for four consecutive years.

The Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating the pediatric and physician leaders of the future, advancing research, advocating for children and providing the nation's best primary and specialty pediatric clinical care. The Department of Pediatrics is the second largest department in the School of Medicine. In addition to the large number of faculty and staff, the Department encompasses twenty-one academic divisions and units determined by clinical subspecialty, such as pediatric cardiology, pediatric endocrinology, neonatology, general pediatrics /primary care, adolescent medicine, etc.

The Department of Pediatrics, Central Administration Team, has an outstanding opportunity for a Human Resource Coordinator to perform a variety of HR and administrative support functions for the Department of Pediatrics including assisting with staff recruitments and appointments, workforce orientation and onboarding, assisting with records maintenance, assisting with select payroll and visa processes, as well as general administrative tasks related to the human resources functions for the Department. This position will apply knowledge of University of Washington policies and procedures as well as state and federal employment law to maintain, modify, and establish complex record keeping and reporting systems for these functions. This position will assist all Department workforce members in understanding and adhering to UW and Departmental policies as well as state and federal employment laws regarding these functions.


Records Management: Assist with records management that include paper documents, electronic documents, and emails. Ensure that all documents are properly filed and maintained per departmental and university guidelines. Maintain worker documents in Workday by ensuring the appropriate documents are saved in worker profiles. Run monthly reports in Workday to ensure staff are reporting holiday taken time off correctly, the Department is in compliance for form I-9s, extending staff appointments if necessary etc. Assist with input, audit, reconciliation of discrepancies and tracking of staff time and leave records.

Staff Recruiting: Assist the Department Human Resource Manager with the full scope of recruitments for permanent and temporary staff positions. As needed, this position will assist with the creation of new job descriptions and compensation forms, review and initiate positions into Workday (both hourly and monthly paid), review resumes, conduct phone screens, develop interview questions, schedule interviews, participate in interviews, conduct reference checks, extend job offers and process new hire paperwork. Ensure compliance with University and Departmental HR policies, as well as applicable state and federal laws throughout the recruitment and selection process.

Volunteers, Fellows and Student Workforce: This position may also assist with student employment, fellow appointments and volunteers. Assist in the coordination of J1 Visa applications for the Department of Pediatrics. Help with the preparation, collection, and routing of Visa documents.

Administrative: Perform administrative duties, as needed, including but not limited to: respond to inquiries and directing calls and emails to the appropriate people. Assist with copying, faxing, filing, and other tasks as needed. Assist with scheduling interviews, meetings, reserving conference rooms, and setting up associated communication, computing and A/V resources. Assist with department wide electronic and print communications. Assist the HR/Payroll Administrator in identifying departmental HR needs, recommending changes and implementing improvements. Participate in Department Central Administration projects, activities, and meetings including but not limited to ongoing Department Continuous Process Improvement (CPI) efforts. Provide administrative support to the HR, Academic HR, Payroll, committees and project teams.

Staff Engagement: Support the HR Manager with engagement activities by participating as a member of the STAR Committee, Fun Committee, and Combined Fund Drive. The STAR Committee and Fun Committee members are responsible for brainstorming and executing staff events at both the Springbrook office and RR-Wing. Assist with onboarding and recognition activities.

Perform related duties as assigned.


High School Graduation or equivalent and three years of office experience including at least six months of experience in a human resources or related setting including experience with timekeeping or recruiting OR equivalent education/experience.

Must be proficient using Microsoft suite of products including Excel, Word, email etc. Outstanding organizational skills and strong initiative and follow-through. Excellent problem-solving, detail orientation and ability to adeptly manage multiple priorities. Strong data entry skills and ability to use database tools. Strong interpersonal skills and ability to communicate effectively at all levels within an organization. Ability to maintain positive work atmosphere and handle confidential or sensitive information.


Proficiency with Workday and other UW databases is preferred.


Demonstrates knowledge and understanding of, and maintains confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization's operations or privacy of patients. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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