Human Resources Assistant - School of Medicine Dean's Office

University of Washington•Seattle, WA

21d•$45,288 - $54,732

About The Position

The School of Medicine Human Resources team is seeking a detail-oriented and customer-focused Human Resource Assistant to provide administrative and transactional support that keeps our HR operations running smoothly. The University of Washington's School of Medicine is home to approximately 6,000 staff members and is the largest academic unit within the University, with over 12,000 total employees and an annual budget exceeding $2 billion. Its size and scope reflect a complex academic, research, and clinical environment that requires strong, reliable HR operations to support its people and programs. In this front-line support role, you will be the first point of contact for routine HR inquiries, ensuring questions are answered promptly or routed to the right person. You’ll maintain organized and accurate personnel records, track requests through completion, and process a range of entry-level HR transactions in accordance with established policies. This position thrives on collaboration, clear communication, and strong organizational skills. Success requires balancing multiple requests in a busy environment, applying discretion with sensitive information, and maintaining a high level of accuracy in all tasks. Your work will directly support HR colleagues, allowing them to focus on complex advising and process improvements — and will help ensure faculty, staff, and students receive the timely, high-quality HR services they need to advance the University’s mission of education, research, and public service.

Requirements

Two years of office/clerical experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Experience working in a human resources, payroll, or high-volume administrative support setting.
Experience managing shared inboxes and/or customer service queues.
Familiarity with electronic file management systems and record retention practices.
Strong organizational and attention-to-detail skills.
Ability to communicate clearly and courteously with a variety of stakeholders.

Responsibilities

Serve as a first point of contact for incoming HR inquiries from employees, managers, and administrators.
Monitor and triage incoming requests, identifying urgent matters, providing initial responses, or directing them to the appropriate HR team member.
Respond to routine questions about HR policies, procedures, timelines, and documentation requirements using established resources and templates.
Maintain accurate tracking of pending requests, update stakeholders on progress, and follow up to ensure timely resolution.
Provide clear, courteous, and professional communication in all interactions, modeling service-oriented behavior and maintaining confidentiality at all times.
Maintain organized records of inquiries and actions taken, ensuring accuracy and adherence to retention and compliance requirements.
Maintain accurate and update personnel records in both electronic and physical formats, ensuring compliance with applicable record retention policies.
Organize, label, and store HR documentation in a clear and consistent manner to support easy retrieval and secure handling.
Assist with the transition of personnel records between storage systems or formats as needed, ensuring data integrity throughout the process.
Prepare routine HR correspondence, summaries, or memos for review and approval by HR leadership.
Safeguard confidential information and exercise discretion when managing sensitive employee data.
Process entry level personnel actions such as student hires, job title updates, and other assigned transactions, following established procedures and timelines.
Review transaction requests for completeness and accuracy before submission, ensuring they meet applicable policy and documentation requirements.
Enter data into HR systems with a high degree of attention to detail to prevent errors and maintain data integrity.
Communicate clearly with requestors to confirm receipt, provide status updates, or request additional information when needed.
Maintain confidentiality and exercise discretion in handling sensitive employee information related to transactions.