HUMAN RESOURCES ADMINISTRATIVE SPECIALIST (TEMPORARY)

$68,100 - $75,000/Yr

Uw Medicine - Seattle, WA

Full-time - Entry Level

Remote - Seattle, WA

251-500 employees

About the position

The University of Washington School of Public Health (SPH) is seeking a temporary Human Resources Administrative Specialist to join their team from October 15 through May 15. This position is critical in supporting the HR team, HR Managers within the departments, and faculty and staff across the school. The role involves ensuring compliance with University rules and regulations, the Faculty Code, and the School's policies and procedures. The SPH is dedicated to tackling significant health challenges and is supported by a diverse team of nearly 250 core faculty and over 500 staff members. The successful candidate will play a vital role in maintaining the integrity of HR processes and supporting the mission of the School of Public Health. The Human Resources Administrative Specialist will report to the Director of Human Resources and work closely with the Senior Human Resource Manager. The position encompasses a wide range of responsibilities, including managing faculty promotion packets, approving faculty appointments, and coordinating onboarding processes. The role also involves data management and reporting, serving as the records manager for the HR unit, and providing administrative support for various HR meetings and committees. This position is essential for ensuring that the HR functions within the School of Public Health operate smoothly and efficiently, contributing to the overall mission of improving public health through education, research, and community engagement.

Responsibilities

• Review role for faculty promotion packets ensuring required materials are included and accuracy across the materials.
• Review and approve courtesy (unpaid) appointments.
• Manage the download and tracking of faculty appointment materials and onboarding actions.
• Initial point of contact to respond to general inquiries and resolve problems in human resources areas such as appointments, outside work, reappointments, promotion, leaves, etc.
• Review and approve faculty appointments.
• Manage requests for professorship appointments.
• 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.
• Responsible for the staff annual performance review process in the Office of the Dean.
• Process ASE appointments in the Office of the Dean.
• Manage the review and approval process for 100% remote work and outside work.
• Coordinate onboarding steps for dean's office recruitments.
• Responsible for Workday hires, extensions, terminations, I9 verification, work schedules, sexual misconduct disclosure, and background checks.
• Time and leave contact for the dean's office and dean's office level programs.
• Serve as records manager for the HR unit; maintaining records retention system, managing information requests as needed.
• 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.
• Manage HR reporting requests in collaboration with the Director of HR and others (e.g. information requests, search data, employment data, survey data) and take action as appropriate.
• Manage the HR SharePoint site.
• Manage data collection process with department chair or program director positions open up.
• 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 scheduling, attending monthly meetings, taking minutes and disseminating them, preparing meeting agendas, gathering and disseminating information and ballot management.
• Coordinate the annual new faculty orientation and all faculty meetings with the HR team.

Requirements

• 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.
• Exceptional attention to detail and overall flexibility when working in ambiguous situations.
• 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 notes.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Word.
• Experience with Excel, Adobe, PowerPoint.
• Working experience with SharePoint.

Nice-to-haves

• Experience in an academic department or other complex organization with multiple work locations for the employees they support.
• Experience with Workday, Databases, and faculty and or staff recruitment and appointment procedures.
• Experience working in higher education.

Benefits

• Generous benefits and work/life programs offered to UW employees.
• Professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.