Human Resources Assistant - Pediatrics Administration

University Of Florida Gainesville , FL 32601

Posted 5 days ago

Classification Title:

Human Resources Assistant

Job Description:

The Department of Pediatrics is seeking candidates for a Human Resources Assistant position, which is responsible for assisting with human resources (HR) and payroll activities within the Pediatrics HR/Payroll Shared Services Office that serves over 740 faculty, staff, and affiliates of the department. This position is responsible for all OPS, Student Assistants, Federal Work Study and Volunteers in the Department of Pediatrics and serves as a backup for Postdoctoral Associate and Graduate Assistant (GA) appointments.

Responsible for reviewing departmental paylists and reviews payroll exceptions. Assures compliance of all rules, regulations, policies and procedures as they pertain to OPS employees. These guidelines are set forth from the College of Medicine, Health Science Center, Academic Affairs, Finance and Administration, State of Florida and Board of Education.

Human Resources/Personnel

Handle all OPS and student assistant appointments for the Department and follow guidelines for employee health assessments set forth by the environmental health and safety office when hiring employees that will have contact with human body fluids or other infectious materials, patient contact and animal contact; completes, and reviews appropriate hire paperwork for OPS employees and student assistants that includes posting positions into Careers at UF, entering the initial hires via ePAF. Responsible for ensuring that all new OPS employees and volunteers completes HIPPA, Compliance and Sexual Harassment training as required by the University of Florida Health Science Center.

Handle new employee completion of all appointment forms obtaining appropriate back-up and signatures. Obtain salary justification letter if applicable and nepotism letter if applicable along with payroll packets; submit to Dean's office for approval. Process dual employment forms and scholarship paperwork for all OPS for the department.

Process OPS lump sum payments as well as handle OPS salary transfers. Obtain work permits and other required back-up materials for student assistant/work study. Completes termination paperwork as appropriate.

Act as liaison with student employment. Request Gator 1 and health center ID badges for all OPS employees. Assists Payroll Coordinator with personnel and payroll actions relating to postdoc and GAs appointments.


Responsible for making sure the Department complies with Florida statutes regarding volunteer workers and their coverage by worker's compensation. Provide all volunteers with appropriate forms to be completed.

Provide each volunteer with a copy of the Worker's Compensation Booklet. All volunteers injured while performing the designated volunteer work must follow the steps listed in the booklet. Assures that volunteer status is not used for any individual awaiting immigration and naturalization service response to a request to change a Visa status, or an extension of an expired Visa.

Clinical Service Support

Answers a multi-line phone system; documents and routes patient-related messages in the electronic medical record. Triages incoming patient-related fax correspondence.

Responds to requests via telephone encounters in the electronic medical record system. Schedules routine outpatient clinic appointments. Coordinates inpatient admission scheduling, including insurance verification and authorization. Updates patient electronic medical record, including demographics, insurance, and provider information.


Responsible for reviewing paylists and approvals of payable time, annual and sick leave for the Department of Pediatrics in PeopleSoft time reporting system; assists with resolution of payroll exceptions before payroll closing to ensure employees are correctly paid. Posts administrative leave for faculty and house staff.

Manages Department ID process ensuring all employees are under correct department ID number in PeopleSoft. Coordinates the correct salary sources with the divisional administrators for new hires and distributes salary appointments accordingly. Works with divisional administrators to distribute personnel; includes payroll distributions that cross department and college lines, which includes coordinating with other departments/colleges to complete the appropriate forms.

Expected Salary:

$15.00 - $18.00 per hour; commensurate within this range based on qualifications and experience.

Minimum Requirements:

High school diploma or equivalent and three years of relevant experience.

Preferred Qualifications:

  • Proven ability to meet deadlines, plan work assignments, work independently, handle high volume environment, perform basic mathematical calculations, and be detailed oriented

  • Experience with Microsoft Word, Outlook, and Excel

  • Strong interpersonal, written, and verbal communications skills

  • Team oriented

  • Comfortable with productively handling multiple tasks and projects of confidential nature

  • Comfortable operating successfully in a fast-paced work environment

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references with application.

Regular works schedule will be Monday through Friday 8am-5pm.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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Human Resources Assistant - Pediatrics Administration

University Of Florida