GME Human Resources Administrator

About the Job

Position Overview

Reporting directly to the Senior HR Business Partner (Sr. HRBP) in Graduate Medical Education (GME), the GME Human Resources Administrator drives administrative excellence, process innovation, and operational leadership across the department's HR ecosystem. While the Sr. HRBP focuses on high-level strategy and complex consultations, this role serves as a vital operational anchor-leading administrative workflows, optimizing tracking systems, overseeing visa compliance, and proactively guiding performance management, labor relations, and leave processes.

This role offers an exciting opportunity for a proactive HR professional to champion innovative workforce solutions, optimize key HR workflows, and demonstrate functional leadership within a dynamic academic medicine environment.

This position requires a highly organized professional with experience in unionized workforce environments, strong discretionary judgment, and exceptional attention to process and detail.

Duties/Responsibilities

40%: Employee and Labor Relations

• Serve as a first-level HR resource to GME Program Directors, Program Administrators, and other stakeholders regarding the interpretation and application of established labor agreements, HR policies, and employee relations procedures affecting residents and fellows.
• Independently review routine labor and employee relations matters, assess relevant collective bargaining agreement provisions and University policies, identify appropriate procedural requirements, and recommend next steps within established guidelines.
• Manage the operational administration of collective bargaining agreement provisions, including monitoring contractual obligations, identifying compliance requirements, tracking deadlines, and advising stakeholders on established processes.
• Provide consultation and procedural guidance to Program Directors and administrators regarding routine employee relations matters, identifying issues requiring escalation to the Sr. HRBP, Labor Relations, or other University partners.
• Support formal workplace investigations and grievance processes by independently gathering and organizing relevant records, reviewing documentation, identifying missing information, preparing case materials, and monitoring required procedural timelines.
• Identify emerging employee and labor relations concerns, recurring issues, or potential contractual risks across GME programs and recommend appropriate follow-up or process improvements.
• Develop and maintain tools, resources, and standardized procedures to support consistent application of labor agreements and employee relations processes across GME programs.

25%: Performance Management & Leave Support

• Independently administer established performance management processes for trainees on Performance Improvement Plans (PIPs), probation, and other formal performance actions, ensuring compliance with applicable policies, contractual requirements, and procedural timelines.
• Evaluate performance documentation for completeness, consistency, and alignment with established policies and procedures; identify required milestones and follow-up actions; and independently advise Program Directors on appropriate procedural next steps, escalating complex or sensitive matters to the Sr. HRBP.
• Draft high-quality performance communications and formal records, utilizing professional judgment to engage the Sr. HRBP when high-risk or novel legal/employee relations issues emerge.
• Independently administer established trainee leave processes, review applicable policy and contractual requirements, identify documentation and compliance needs, and advise Program Directors and trainees on procedural requirements and next steps.
• Oversee the review and execution of trainee leave cases (FMLA, parental, medical), standardizing documentation workflows and serving as a knowledgeable guide on established leave frameworks and accommodation requests.

25%: Human Resources Operations, Projects & Process Improvement

• Act as an accessible, solution-oriented Subject Matter Expert on HR policies, workflows, and procedures for faculty, staff, and trainees across GME programs.
• Review HR inquiries and issues to identify appropriate policies, procedures, resources, and next steps.
• Independently research, evaluate, and resolve routine to moderately complex HR inquiries by interpreting established policies, procedures, and contractual requirements, consulting with University HR partners and escalating matters when specialized expertise or additional authority is required.
• Identify recurring HR issues, process gaps, and opportunities for improved guidance, documentation, or service delivery.
• Evaluate existing HR processes, identify operational inefficiencies and compliance risks, and develop and implement improvements to workflows, tracking systems, documentation, and service delivery across GME programs.
• Independently manage assigned HR projects and recurring operational processes, including trainee orientation, onboarding, and offboarding; establish timelines, monitor deliverables, resolve operational issues, and provide work direction to administrative support staff responsible for task-level execution.
• Prepare reports, process documentation, job aids, and other HR resources to support consistent HR practices across GME programs.

10%: Visa & Employment Authorization Coordination

• Independently administer assigned visa and employment authorization workflows in partnership with the Sr. HRBP and University immigration specialists, applying established procedures, reviewing documentation, identifying compliance requirements, and managing submissions and follow-up activities.
• Evaluate visa and employment eligibility documentation against established

requirements, identify discrepancies or outstanding information, and independently manage routine case follow-up and resolution in consultation with appropriate University partners.

• Coordinate agenda in partnership with the IMG faculty lead and social group for the annual IMG Welcome Session, working with administrative support on scheduling, invitations, materials, and registration.
• Monitors and tracks non-immigrant visa statuses to ensure seamless work authorization continuity and strict alignment between pending petition filings and Form I-9 reverification timelines.

Qualifications

Required Qualifications

• BA/BS in Human Resources, Business Administration, or a related field, plus at least two (2) years of HR administrative or generalist experience or an equivalent combination of related education and professional HR experience to equal at least six years
• Previous experience working closely with labor-represented employee groups.
• Demonstrated proficiency with tracking tools and office software (Smartsheet, Excel, and Google Workspace applications).
• Exceptional attention to detail, strong time management skills, and a demonstrated ability to handle highly sensitive, confidential employee/trainee records with discretion.

Preferred Qualifications

• Professional experience in higher education, academic medicine, or a Graduate Medical Education (GME) environment.
• Experience assisting with formal workplace investigations, union grievances or labor arbitration file preparation.
• Familiarity with medical resident/fellow employment workflows, leave policies (FMLA/parental), or visa processing procedures (H-1B, J-1).

About the Department

The Office of Graduate Medical Education (OGME) within the Medical School at the University of Minnesota has a long tradition of post-graduate training in nearly all medical and surgical specialties and subspecialties. Over 1,060 residents/fellows (trainees) receive their training in our GME programs each year. The Medical School sponsors over 100 accredited and 50 non-accredited residency and fellowship programs at nearly every hospital in the Twin Cities (Minneapolis/St. Paul) and numerous urban and rural clinics and hospitals across Minnesota. The OGME works across more than 20 affiliated teaching hospitals and 500 clinical sites, providing support to over 135 faculty-level Program Directors, 70 Program Administrators, and 10 Education Managers across the Medical School's 19 clinical departments.

Pay and Benefits

Pay Range: $31.25 - $36.06 per hour ($65,000 - $75,000 annually); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid; In Person average of 20 days per year, the rest of the time is remote

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the

time, the initial pay may not reach the maximum of the range. This approach ensures

that compensation reflects the value and unique contributions of each candidate while

maintaining equity within our organization. As part of our commitment to fair and

equitable compensation, please be aware that the salary offered to incoming candidates

will be based on their individual credentials and experience.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nations most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.