Department of Pharmaceutical Care HR Associate

About the Role

The Department of Pharmaceutical Care at the University of Iowa Health Care is seeking a full-time HR Associate. This role supports human resource operations and serves as the primary point of contact for employee and leadership HR inquiries.

Key Responsibilities

• Support human resource operations for the Department of Pharmaceutical Care.
• Serve as the first point of contact for employee and leadership HR questions and concerns.
• Provide initial guidance regarding established policies and procedures.
• Coordinate follow-up with appropriate HR partners.
• Assist with recruitment and onboarding support.
• Provide ELMS timekeeping assistance.
• Manage licensure and certification compliance.
• Maintain confidential employee information.
• Support employee recognition and communication efforts.
• Provide administrative HR support.

Detailed Responsibilities

• Strategic Planning
• Gather data and track employee information to support departmental HR practices and policies.
• Assist with planning and organizing HR and administrative functions.
• Collect, organize, and maintain employee information for recruitment, onboarding, timekeeping, compliance monitoring, and departmental workforce needs.
• Assist with communicating and implementing changes to HR procedures, administrative practices, and departmental operations.
• Identify opportunities to improve employee support, simplify processes, strengthen record accuracy, and improve timely completion of required activities.
• Recommend improvements to tracking tools, employee communications, and workflows related to licensure, onboarding, personnel records, and timekeeping.
• Participate in departmental HR projects and assist with implementing approved process improvements.
• Advising/Communication
• Serve as the first point of contact for HR questions and concerns from Department of Pharmaceutical Care employees, supervisors, and managers.
• Provide initial guidance and basic instructions regarding established HR policies, timekeeping procedures, employment processes, compliance requirements, and available resources.
• Gather relevant information, clarify requests, and coordinate follow-up with HR coordinators, the payroll coordinator, HR leadership, or other appropriate university partners.
• Refer sensitive or complex matters (employee relations concerns, policy violations, leave/accommodation questions, compensation issues) to the appropriate HR partner.
• Communicate requirements, deadlines, and outstanding items to employees and supervisors, and monitor follow-up.
• Assist with distributing HR updates and departmental communications.
• Provide backup support for the departmental newsletter and employee engagement communications.
• Exercise discretion when responding to inquiries and sharing confidential information.
• Talent Management and Engagement
• Assist HR coordinators and hiring leaders with recruitment activities for various position types.
• Coordinate interview scheduling, candidate communications, meeting arrangements, and parking vouchers.
• Prepare and distribute interview materials.
• Track requested recruitment documentation and maintain complete and accurate recruitment records.
• Support onboarding by coordinating required documents, verifying credentials, and arranging necessary resources for employment.
• Provide backup support for employment eligibility verification activities, including E-Verify.
• Coordinate access requests for students participating in pharmacy rotations and learning experiences.
• Prepare and coordinate updates for pharmacist license displays and signature cards.
• Support the Pharmacy PROPs award program by coordinating submissions, maintaining records, and assisting with recognition arrangements.
• Assist with employee appreciation and engagement activities.
• HR Program Administration and Operations
• Maintain confidential electronic personnel files, uploading and organizing employment documentation in approved systems.
• Enter, update, and verify employee information in HRIS, ERMA, and departmental tracking systems.
• Provide ELMS timekeeping support. Review timecards and reports for discrepancies and outstanding approvals.
• Follow up with employees and supervisors regarding timekeeping corrections and required documentation.
• Respond to routine ELMS and timekeeping questions, referring policy interpretation or pay determination questions to appropriate HR partners.
• Assist with gathering information and preparing reports for payroll processing.
• 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.
• Submit and monitor HCIS tickets for employee access and other departmental needs.
• Maintain tracking tools and follow-up processes for HR activities.
• Maintain working knowledge of university and departmental HR procedures.
• Compliance with Policies, Laws, and Regulations
• Serve as the primary departmental contact for tracking required licenses, registrations, and certifications for pharmacists and pharmacy technicians.
• Verify credential status, maintain supporting documentation, and enter accurate information into HRIS and other approved systems.
• Monitor expiration dates and renewal requirements, communicate deadlines, and follow up on outstanding items.
• Identify and promptly notify HR leadership and supervisors of expired, missing, or unresolved credentials.
• Communicate with the Board of Pharmacy regarding licensure and registration questions.
• Maintain records of credential verification, employee notifications, and resolution of compliance items.
• Generate and distribute reports related to compliance requirements.
• Support audits and survey preparation by gathering personnel records and credential documentation.
• Audit employee information and departmental records for completeness and accuracy.
• Maintain personnel records in accordance with confidentiality, access, and retention requirements.
• HR/Administrative Support
• Provide reception coverage, answer departmental phone calls, and greet visitors.
• Monitor the departmental fax queue and general email inbox.
• Receive and distribute departmental mail and assist with cash handling.
• Maintain the pharmacy directory and departmental publications.
• Compile and distribute operational reports and complete recurring administrative activities.
• Provide backup coverage and perform other related HR and administrative duties as assigned.

Requirements & Tech Stack

• Proficient with MS Office suite: Outlook, Word, Excel, & PowerPoint.
• Demonstrated proficiency with Microsoft Office and computer software applications.
• Strong organizational and analytical skills and attention to detail.
• Excellent interpersonal and relationship building skills with the ability to communicate effectively (verbally and written) at all levels of the organization.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
• Commitment to maintaining confidentiality and handling sensitive employee information with integrity.

Qualifications

• A Bachelor’s degree in Human Resources Management or Business Administration or related field, or an equivalent combination of education and experience.
• Previous customer service experience is required within the last year.

Desired Qualifications

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

Application Instructions

• Applicants must upload the following documents and mark them as a “Relevant File” to the submission:

• Resume

• Cover Letter

• Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.

• Up to 5 professional references will be requested at a later step in the recruitment process.