Human Resources Assistant - Community Health and Family Medicine

Apply now Job no: 508271
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Human Resources
Department:29160101 - MD-CHFM-GEN ADMINISTRATION


Classification Title:

Human Resources Assistant for the department of Community Health and Family Medicine

Job Description:

The University of Florida, Department of Community Health and Family Medicine is seeking a Human Resources Assistant.

The Human Resources Assistant is primarily responsible for managing the payroll and leave for the department of Community Health and Family Medicine (CHFM) at the University of Florida.  The incumbent will serve as the department’s resource for time and leave questions. Additionally, they will be responsible for time and leave entries and audits to ensure accuracy and compliance with applicable laws, policies, and regulations.  Furthermore, the incumbent will process staff and unpaid appointments and assist the Human Resources Manager with other recruitment, personnel, and administrative tasks.

Payroll & Leave duties:

• Manage and monitor the department’s worked time, enter variable compensation, and monitor the upper level approvals to ensure all paid time is processed by the deadlines.

• Monitor the salary distributions for variable compensation payments, and enter or adjust as needed each pay cycle.

• Manage Annually: December leave cash outs, vacation leave balance roll overs, overtime cash outs, tracking UF Homecoming usage, and tracking of professional & continued medial education activities.

• Assist the Human Resources Manager with the annual salary distribution entries including processing changes during the fiscal year.

• Enter, monitor, and audit leave and serve as department’s resource for time and leave questions, and processes PTO requests for affiliated UF-Health Shands clinic managers. Additionally, communicate with the administrative area regarding unscheduled staff absences and coverage during absences

• Perform regular maintenance of the department’s online leave system by archiving leave entries, and produce leave reports as assigned.

Recruitment duties:

• Coordinate the faculty Orientation and Onboarding schedules including preparing and updating materials

• Assist with the onboarding of the Family Medicine Residents.
• Assist with the annual training license renewal process for the Family Medicine Residents.

• Process all staff hires and non-staff hires such as shadower, volunteer, and courtesy appointments.

• Process background checks, education verifications, and experience verifications as needed

Serve as a backup for the follow areas:

• Scheduling interviews and official visits for all staff hires including all communication and preparation of interview supplies for all participants.

• Processing the requests for performance appraisals by the set schedule and communicating with supervisors and staff, including logging information on the departmental spreadsheet and submitting appraisals to Employee Relations by the deadline.

• Processing hospital credentials for new faculty appointments, reappointments, and processing Medical Staff office documentation as needed.

HR Administrative duties:

• Track and monitor all required training for the department weekly and communicate with all faculty and staff regularly requesting completion

• Assist with Identity Management activities, and the GatorLink account creation for new faculty, staff, and medical residents.

• COM Off boarding: Prior to employee’s last day, complete the COM Off boarding process, and manage the departments shadow files as directed by the Human Resources Manager.

• Assist with the management of the department’s electronic personnel shadow files

• Assist with the department’s annual events such as Administrative Retreat, summer picnic, New Residents Welcome, and farewell & retirement events.

• Assist with miscellaneous tasks such as: ordering lunches, flowers, and supplies needed in the Human Resources area

Serve as a backup for the follow areas:

• Processing the departments Academic Activities reporting (AAR)

• Processing the departments Faculty Assignment (FAR) and Effort reports

• Scanning and saving materials related to personnel to be saved in the department’s shared drive.

Other administrative, personnel and payroll duties will be assigned, which includes regular cross-training with the HR team to ensure a full service Human Resources team to serve the department leadership team and all CHFM employees.

All tasks and duties require regular communication with the Human Resources Manager, including regular meetings to discuss progress and the status on tasks.

Advertised Salary:

The salary range is between $16.00 to $17.50 per hour, and is commensurate with skills and experience.

Minimum Requirements:

High school diploma or equivalent and at least three year of relevant experience.

Preferred Qualifications:
  • At least one-year of previous Human Resources experience
  • Knowledge of University of Florida policies and procedures for Personnel and Payroll
  • Excellent verbal and written communication skills
  • Strong customer service experience in an academic or professional office environment.
  • Ability to maintain composure while managing workload with competing demands.
  • Ability to interact respectfully and comfortably with all individuals.
  • Ability to communicate in a professional and courteous manner.
  • Detail-oriented and possess strong organizational skills. 
  • Proficient with computers and software applications such as Windows and Microsoft Office Suite.
  • Experience handling sensitive and confidential information.
Special Instructions to Applicants:

In order for your application for this position to be considered complete, you must upload a resume, and a cover letter, or letter of interest.

  • Able to sit for extended periods of time.
  • Able to transport himself/herself to various training activities and meetings.
  • Able to attend occasional 7:00 am meetings
  • This is a time-limited position. An appointment to a position funded by contract and grant, auxiliaries, or local funds, as appropriate, for a particular project, enterprise, or specified period. Such designation must be made to the position at the time of recruitment. A time-limited position shall have the same rights as a position with a regular appointment modifier, except such position shall not have rights provided for layoff, or recall.
  • This is not a temporary position.
  • This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page  for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No


Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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