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The HR Manager oversees all aspects of Human Resources for all UW employees (currently 47 faculty and 48 staff) at the Jackson School of International Studies (JSIS). Of the 48 staff members, 38 support the centers and programs and 10 support the operations of the JSIS, filling approximately 58 full and part-time positions. Including the temporary staff members, the headcount of the department can be up to ~300 members. The HR Dept Manager/Administrator is responsible for ensuring that searches, new appointments, re-appointments, renewals, promotions, etc are conducted according to policy and provide guidance to departments to help them achieve their goals of hiring and retaining faculty to teach, conduct research and serve the greater community. With the advent of Workday, the HR Dept Manager/Administrator also serves as the Academic and HR Partner for Director and CAO's level supervisory organizations and the Director's Delegate for workflows within Workday. The HR Dept Manager/Administrator is also the primary liaison with central Academic Personnel and represents the School in university wide settings.
This position ensures that School follows College of Arts and Sciences, UW, state and federal policies. The HR Dept Manager/Administrator uses their expertise to review Workday workflow and identify issues that may require the Director and/or CAO attention.
RESPONSIBILITIES: Serve as the Academic and HR Partner (Security Role) in Workday. Responsible for reviewing all workflow/actions which requires School/Director approval. This includes creating positions, hires, adding academic appointments, changing jobs, ending jobs, promotions, tenures, changes to base pay, requests for allowances, one time payments, administrative supplements, requests for paid and unpaid leave, and FTE changes for all academic employees. As appropriate review documents attached to Workday workflows to ensure completeness and that appointment titles, effective dates, periods of service, percentages of time, salary rates, etc. are accurate. As necessary send workflows back to initiator(s) requesting correction. After reviewing workflows serve as the approver or forward to Director as per School decision matrix. Run Workday reports for Director and CAO as requested. Review faculty position recruitments / advertisements, offer letters, competitive retention letters and other documents pertaining to faculty human resources to ensure adherence to Washington State Law and UW/College policies. Develop and maintain files or other records on permanent and temporary faculty members, ensuring that applicable privacy and records retention protocols are followed in Workday.
In collaboration with the Director and CAO, manage the full scope of recruitments for permanent and temporary staff positions. Advise faculty and staff on appointment types, job titles, compensation, job descriptions and intake of all information necessary for a position and requisition. Make salary recommendations for new hires and propose compensation change for current employees. Serve as a resource offering insight and guidance on various aspects of the faculty appointments. Manage faculty recruitments across the JSIS in coordination with the designated Search Manager or Director using Interfolio. Manage the faculty and staff on-boarding process. Responsible for ensuring compliance with University and College HR policies, as well as applicable state and federal laws throughout the recruitment and selection process Manage annual staff performance evaluation process. Provide recommendations to management on performance reviews when there are moderate or serious performance concerns while also advising supervisors on incorporating improvement plans in their performance review. Coordinate annual merit process with Director, CAO, and Center Directors/Program Chairs. Advise employees on collection/routing of the necessary documentation for extended leave situations (parental, FMLA, disability) for faculty, staff and students. Advise employees on appropriate leave options that are available to them and their limitations. Make recommendations to management regarding requests for leave and accommodation. Liaise with central human resources and the disability support office. When necessary, interpret Workday system and UW work/leave policies and procedures for School personnel (including supervisors, division administrators and faculty)
Coordinate annual mandatory renewals/reappointments for all faculty job class codes including Assistant/Associate Professor titles Instructor, Lecturer, Affiliates, TAs and RAs. Write and send official re-appointment or non-reappointment notification. Have detailed knowledge of University Handbook rules and College procedures which govern renewals and reappointments of faculty members. Understand the legal implications regarding appointments and reappointments. Ensure reappointment notifications are sent to faculty by deadlines outlined in the Handbook. Responsible for placing faculty on summer hiatus, adjusting FTE as necessary, processing leaves, sabbaticals, and promotions and any other appointment changes as needed. Coordinate costing allocation overrides with Payroll Coordinator assigned to these supervisory orgs.
Coordinate visa process for foreign visitors: Review and approve visa requests for faculty and visiting scholars. Advise departments on procedures, ensuring appropriate policies/regulations are adhered to.
Update School policies and procedures related to academic personnel. Review College web site to ensure that School policies and procedures align with current Workday functionality and central Academic Personnel policy. Present policy/procedure changes at Staff meetings.
Other duties as assigned
Bachelor's degree in any field
Two to three years experience at a four year higher education institution in positions of increasing complexity and/or responsibility
Demonstrated experience with faculty appointments and/or faculty human resources
Demonstrated ability to communicate accurately and courteously using various medium (phone, email, in person)
Demonstrated attention to detail
Ability to work and solve problems in a collaborative environment
Demonstrated ability to interpret multiple, intersecting policies and procedures
Demonstrated experience with databases
Two to three years experience at an R-1 higher education institution
Experience in Workday or similar HR/payroll ERP
Familiarity with University Handbook rules and UW Academic Human Resources policies and procedures
Familiarity with College of Arts and Sciences procedures which govern renewals and reappointments of faculty members
Familiarity with visas
Experience writing policies and procedures
Application Process: 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.
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