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The UW Finance Transformation Program (UWFT) is a $270M initiative to replace the University’s financial systems with an integrated system to manage the full suite of financial transactions and reporting needs in the UW system – to include academic, administrative, and healthcare. UWFT will fundamentally change the processes and tools that the University employs to track, spend, collect, manage, and report University finances in excess of $7B in annual revenues, resulting in more timely and actionable information for leadership. Among the UW’s highest administrative priorities, this multi-year initiative is one of the largest finance system projects in Washington State and the outcome of the program will be highly visible at all levels of the University and the state.
This position is part of the Executive Office Human Resources (EOHR) team and while dedicated to HR operations for the UWFT program, works in tandem with the EOHR team, ensuring HR best practices and compliance and recommending solution-oriented approaches.
As a member of the Executive Office HR team, the Finance Transformation HR Specialist provides HR guidance and consultation and HR operations management to the FT program. The FT HR Specialist must be able to work in a fast-paced, and ever changing environment. The successful candidate must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Managing this scope of work requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement. This position is planned for a full two-year duration in order to provide continuous support through the program’s anticipated go-live date and subsequent stabilization period.
The HR Specialist is expected to stay current and informed of all HR policies and procedures and actively integrates and implements them as needed. The duties assigned to the HR Specialist can be highly sensitive and dynamic and requires the incumbent to be flexible, respectful, ethical, supportive, and discrete. HR Specialist must be able to analyze and identify appropriate solutions or next steps to any number of nuanced issues and determine when to escalate for further review.
The UWFT program is a transformational initiative that will replace UW’s legacy financial systems into an integrated modern system that offers a full suite of financial transactions and reporting needs in the UW system – to include academic, administrative, and healthcare. UWFT will fundamentally change the processes and tools that the University employs to track, spend, collect, manage, and report University finances in excess of $7B in annual revenues, resulting in more timely and actionable information for leadership. The HR Specialist, as a representative of the wider Executive Office, provides critical HR support to the program, which has a high impact on the program’s day-to-day operations and business continuity.
Position Development/Review & Guidance
Utilizing knowledge of HR policies, procedures, and best practices, consult with FT hiring managers to review, analyze, and/or develop position descriptions. Recommend appropriate job code/payroll titles and salary grade level that fit the scope of work and qualifications and align with UW standards and EO best practices, as well as FT’s funding considerations.
Provide expert guidance to FT hiring managers on the specific requirements and provisions of the various employment programs (Professional Staff, Classified Staff, and temporary positions) such as compensation ranges/salary steps, benefits eligibility, renewal/extension options, hourly limits, and labor contracts.
Review, track, and take appropriate action on FT-related queries submitted to EOHR ticketing system for new hire requests and other position management actions.
Keep current with updates and amendments to UWHR policies and procedures, labor contracts, and federal and state employment laws.
Develop and maintain strong relationships with FT leadership; attend departmental staff and other meetings as requested to acquire substantial knowledge about the department’s business goals, objective, operations and work culture.
Under the direction of the Associate Director for HR Operations, serve as Workday “super-user” for the UWFT organization:
Serve as primary initiator for all worker, position, and compensation actions as holder of the following Workday security roles: HCM Initiate 2, Time & Absence Initiate, I-9 Coordinator, Costing Allocations Coordinator
Complete all pay period, monthly, annual and ad-hoc Workday reporting to complete payroll audits, track position and costing allocation end dates, and compile data for org-wide metrics and analyses.
Working with the HR Coordinator, manage Contingent Worker assignments and related onboarding and maintenance actions.
Serve as one of Named Support Contacts (NSCs) for the FT org; attend ISC meetings and work closely with ISC partners to manage help tickets and other Workday requests.
Serve as lead point of contact for FT members’ Workday questions. Review and investigate user errors and communicate solutions. Provide direct guidance on time off/time entry policies and best practices.
As delegated by the HR Partner, manage Workday security role and supervisory org change requests.
Maintain close collaborative relationships with key partners in central administration, including central HR, Total Talent Management, Labor Relations, HR Leaves, and HR Compensation.
Provide the above support for other EO units on an ad-hoc/as needed basis during high volume periods or to cover during an EOHR team member’s absence.
Recruitment and Hiring
NOTE: An increased level of effort in this area may be required for this position during peak periods of recruiting/hiring activity.
Partner with FT Recruiter to weigh in on job postings to ensure transparency, inclusion, and accurate representation of the roles and to ensure alignment with UWHR and Executive Office requirements and guidelines.
In tandem with the FT Recruiter, review and vet applications and support the screening and interviewing of applications.
Work closely with the HR Coordinator to manage the end-to-end process of FT recruitments and process related recruitment and hiring transactions in Workday and UWHIRES systems.
Conduct all HR-related onboarding of new employee hires, requiring specialized knowledge of employment programs and related eligibilities.
Partner with the HR Coordinator on administrative onboarding processes, including equipment issuance, systems accesses, and building access.
Special Projects and Process Improvement
In partnership with the wider EOHR team, ensure documentation and resources (ticketing system, webpages, internal templates, and checklists) remain up-to-date and accurate.
Actively identify process improvement opportunities, propose changes, and implement any subsequent actions.
Bachelor's degree, preferably in human resources, business administration or a related field and a minimum of 3 years of increasingly responsible experience in HR operations and administration.
Demonstrated experience in working on diverse groups and teams; respects, values, and contributes to UW Finance and UW’s commitment to diversity, inclusion, and equity.
Strong interpersonal and customer service skills. Poised, professional, team-oriented with the ability to work well with diverse types of individuals over the telephone, in written correspondence, and in-person.
Ability to communicate clearly, diplomatically, and effectively.
Ability to handle sensitive and confidential personnel and policy information.
Ability to work independently to fulfill project assignments. Ability to juggle multiple assignments and multiple priorities, able to work in environment where priorities often change. Strong project management skills with ability to problem-solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline-driven environment in an organized and professional manner.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience with a comprehensive approach to strategic planning and organization development.
Experience in working in human resources in a higher education environment.
Experience in working in human resources in a unionized environment.
Experience in data management and reporting tools.
Experience with HR enterprise systems, especially Workday.
CONDITIONS OF EMPLOYMENT:
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.
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.