Location: Seattle, Washington
Type: Full Time
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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 University of Washington’s Information School is seeking a Senior HR Assistant to provide specialized technical and human resources administrative support to the iSchool’s Staff Human Resources department with confidential staff personnel functions for approximately 120 staff and student employees. This position supports the hiring and HR onboarding process for classified and professional staff positions; manages the recruitment, hiring, and onboarding for student assistant appointments; and requires a keen attention to detail to ensure success. Additionally, the individual in this role provides support to the Associate Director for Staff Employee Relations & Development with staff engagement activities and the quarterly staff connection.
The Staff HR department is responsible for the successful hiring, onboarding, and development of approximately 80 permanent staff positions and roughly 40 nonpermanent staff and student assistant positions. The Staff HR team collaborates and engages with the other iSchool human resources team – Faculty HR and Academics HR – as part of the overall iSchool Human Resources Network.
At the iSchool, we create an environment that fosters appreciation, mutual respect, and engagement among and between members of the iSchool, UW community, and beyond, with special attention to the needs of people from historically marginalized communities. We envision a university in which all students, faculty and staff participate fully and meaningfully in campus life without being subjected to discrimination, bias or microaggressions. We condemn any expressions of racism, sexism, homophobia, transphobia, ableism, or any other instance of bias and discrimination against marginalized individuals and groups.
There is an expectation that the person in this position will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Information School’s core values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by Information School faculty and staff.
What You’ll Be Doing
Staff Recruitment and Onboarding Assistance:
Coordinate end-to-end recruitment timelines for permanent classified and professional staff positions that are new or recently vacated.
•Assist with general recruitment efforts for open staff positions.
•Process applicants into anonymous review format in coordination with the Staff HR Student Assistant.
•Respond to email inquiries regarding open positions and correspond with applicants.
•Create applicant review sites for professional and classified staff recruitments and coordinate site permissions with IT.
•Collaborate with Communications team to promote iSchool staff position opportunities.
•Coordinate scheduling phone and panel interviews across multiple searches running concurrently.
•Remove previous applicants review sites and save all documentation in applicable places.
•Retrieve recruitment notes from hiring committee and archive.
•Access and use applicable technical resources efficiently and effectively to retrieve information and generate reports.
•Develop draft review rubrics, as needed.
Student Assistant Recruitment and Onboarding:
Coordinate end to end recruitment and hire processes and timelines for student assistant appointments.
•Ensure all collaborators have the information needed, follow appropriate timelines and policy/procedure, and gather the necessary documentation for proper and timely processing of the student assistant hire requests.
•Work with Associate Director for Staff Recruitment & Compensation and the Assistant Dean for Resource Planning & Management on new position approvals.
•Work with hiring managers to develop job descriptions and submit to Associate Director for final approval.
•Post student recruitment positions in Interfolio, Handshake, and on the iSchool website.
•Determine pay and eligibility for various student positions based on guidelines.
•Prepare and send offer letters to finalists.
•Process new hire paperwork for student employees according to Federal and University guidelines.
•Use Workday to hire, extend, and terminate student employees.
•Input student assistants into the on/off board tracking dashboard.
•Coordinate as needed with other UW departments to appropriately hire student assistants with appointments in multiple units.
•Audit student employee assignments and ensure record retention requirements are being met.
•Generate letters and notifications to applicants, as needed.
•Field questions from student assistants related to compensation and hire details.
Staff HR Support:
•Monitor shared HR inbox (ihrhelp@uw) daily and respond to or route request’s accordingly and in a timely manner.
•Update costing allocations for all staff and student assistants as requested.
•Assist in general clean-up efforts of the Staff HR SharePoint site.
•Assist with preparing for Staff HR meetings and events.
•Participate in Staff HR meetings.
•Attend and participate in campus wide human resources and payroll related meetings and committees.
•Attend and participate in All School, Staff meetings, committees, iSchool events and other activities as needed.
•Participate in professional development opportunities to expand knowledge base for the position.
•Perform other duties as required.
•Assist with special projects, as needed and available.
•Four years of office experience including two years of increasingly responsible experience in a human resource or related setting; or equivalent education/experience.
•Demonstrated high proficiency in MS Office: Word, Excel, Outlook (or other equivalent email product).
•Demonstrated success in working with diverse populations.
•Must have excellent communication skills, both written and oral.
•Demonstrated ability to organize and prioritize multiple tasks.
•Must be detail oriented and work effectively under the pressure of deadlines.
•Demonstrated ability to work independently and as part of a team.
•Bachelor’s degree in Human Resources, Psychology, Organizational Development, or similar.
•Experience with applicant tracking systems (ATS).
•Prior experience using SharePoint.
•Knowledge of Federal and Washington State employment law.
What’s in it for you
•Full benefits, including medical and dental insurance and retirement plan.
•Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.
•Fully subsidized transit pass.
•Work for an exciting, cutting-edge school within the University of Washington.
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.