The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
UW School of Public Health currently has an outstanding opportunity for a Full Time Temporary HR Administrative Specialist.
This position fulfills a temporary role on the human resources team in the Dean’s Office which oversees human resources across all departments and programs within the school. This project will provide additional support to the HR team while assessment of the long term needs is conducted. This position is expected to routinely provide a wide range of support for the HR team, HR Managers within the departments, and faculty and staff across the school. This position provides critical support to remain in compliance with University rules and regulations, the Faculty Code and the School’s policies and procedures. This position will work closely with the Vice Dean for Faculty Affairs, Assistant Dean for Finance and Administration, Director of Human Resources and the HR Manager on Human Resources activities within the Office of the Dean as well as Department HR Managers.
Job responsibilities include but are not limited to:
Academic and Staff Human Resources: 65%
•Provide supports for the faculty renewal and reappointment process for SPH in partnership with the HR Manager. Review and track required materials for processing, ensuring timeliness and compliance with faculty code •Help manage the initial review of promotion packets (both regular and non-mandatory) ensuring required materials meet UW Academic Personnel. Plays a critical role in the multi-tiered review process for promotion/award of tenure packets that include HR Manager, Director of HR, Faculty Council and the Dean •Manage the download and tracking of faculty appointment materials and onboarding actions •In partnership with the HR Manager, develop and implement an orientation and onboarding program for dean’s office employees •Respond to inquiries and resolve problems in human resources areas such appointments, outside work, compensation, reappointments, promotion, leaves etc. •Interpret University and governmental policies and develop internal policies and procedures to ensure compliance with applicable rules and regulations in collaboration with the HR Manager •Coordinate onboarding steps for dean’s office recruitments •Responsible for Workday hires, extensions, and terminations •Time and leave contact for the dean’s office and dean’s office level programs. Manages I-9 verification and work schedules in Workday
Data Management and Reporting: 20%
•Assist with developing and maintaining records retention system •Manage the input, maintenance and audit of the School’s faculty database to ensure data integrity and efficient faculty data resources for the SPH and departments •Regularly run a variety of employment data reports and take the necessary appropriate action •Manage HR reporting requests in collaboration with the senior data analyst and others; track and analyze faculty data for reports •Build and manage the HR SharePoint site •Review school wide outside work requests and route for signature. •Develop and document templates and procedures for use within the dean’s office and school wide
Committee Management: 10%
•Provide high level administrative support to the School-wide Human Resource meeting groups and the Faculty Council of the School of Public Health including attending monthly meetings, taking minutes, preparing meeting agendas, gather and disseminating information and reporting meeting summaries. •Coordinate the annual new faculty orientation and all faculty meeting with the HR team
Other duties as assigned: 5%
•Bachelors degree in Human Resource Management, Business Administration, Communications or related field •2 years of relevant work experience with professional level administration and management of administrative functions in a large and complex organization •A demonstrated ability to work with a diverse group of individuals in dynamic circumstances •Exceptional attention to detail and overall flexibility when working in ambiguous situation •Ability to exercise independent judgement, use creativity in solving problems, and demonstrate strong organizational and prioritization skills under pressure of deadlines and concurrent projects •Experience drafting and editing correspondence, reports documents and meeting note •Excellent written and verbal communication skill •Proficiency with Microsoft Word •Experience with Excel, Adobe, PowerPoint •Working experience with SharePoint •Proven ability to handle senior-level confidential information with a high degree of tact, discretion and diplomacy •A commitment to continuous process improvement
•Experience in an academic department or other complex organization with multiple work locations for the employees they support; Workday; Databases; and faculty and or staff recruitment and appointment procedures •Experience building and maintaining SharePoint or similar platform •Knowledge of Faculty Code •Experience working in higher education
•Deadline-driven environment, occasionally requiring extended hours •Complete Workday role trainings •Serve as named support contact (NSC) for the dean’s office
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter, and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.