As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The UW School of Public Health (SPH) is ranked sixth in the nation in the most recent US News and World Report survey of graduate schools of public health, and third among publicly funded schools of public health. With a student body of nearly 400 undergraduates and more than 900 graduate students, the School’s academic, research and service missions are supported by 250 full-time faculty and more than 600 staff who work within five academic departments: Biostatistics, Environmental and Occupational Health Sciences, Epidemiology, Global Health (joint with the School of Medicine), Health Services and the Office of the Dean (OD). The School’s annual budget is more than $225 million.
The School of Public Health has an outstanding full-time opportunity for a HR Administrative Specialist. This position fulfills a critical role on the human resources team in the Dean’s Office which oversees human resources across all departments and programs within the school. 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:
Manage the annual 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
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:
Serve as records manager for the HR unit; developing and maintaining records retention system
Independently 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
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
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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
Serve as named support contact (NSC) for the dean’s office
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 Workforce 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.