HUMAN RESOURCES SPECIALIST
University of Washington
Seattle, WA
Full-time
Human Resources
Posted on January 21, 2019
HUMAN RESOURCES SPECIALIST Req #: 163461 Department: COLLEGE OF ENGINEERING Job Location: Seattle Campus Posting Date: 01/17/2019 Closing Info: Open Until Filled Salary: Salary is commensurate with experience and education Shift: First Shift 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The College of Engineering has an outstanding opportunity for a Human Resources Specialist.
The Human Resources Specialist in the College of Engineering performs complex administrative support for the Human Resources Director and Human Resources Manager. General support includes complex HR responsibilities, project tracking, correspondence, and special projects. The position is responsible for ensuring data accuracy and integrity in Workday and provides strategic reporting for HR actions. This position reports to the College of Engineering Human Resources Manager.
RESPONSIBILITIES:
Key Responsibilities:
• Assist with COE human resources responsibilities, including academic and non-academic HR processes and related tasks.
• Responsible for exercising discretion and independent judgement when handling HR transactions and Workday related functions.
• Understand organizational complexities, reporting relationships, specific role and responsibilities across the UW and within the broader context of UW administration of policies and procedures.
• Process and track Academic HR paperwork and investigate issues.
• Serve as a Workday Subject Matter Expert for the College of Engineering
• Independently coordinate and plan the annual CoE Awards ceremony and the bi-annual Service Award Ceremonies.
• Other duties as assigned.
General Human Resources Functions
• Process and track Academic HR paperwork, to include: 1460’s and visa requests; keep departments apprised of the status of their requests and forms.
• Manage the student and temporary staff hiring process for the Dean’s office and College of Engineering programs: includes Workday entry, handling questions, salary data, job description review and coordination with hiring managers.
• Review and approve all VISIT/VISER visa forms.
• Act as a resource to college students, staff, and faculty, responding to various inquiries.
• Compose offer letters and other confidential documents.
• Research and compile data for reports and projects in Workday. Independently provide suggestions and feedback to departments on HR related Workday reports.
• Track end employment dates for College in Workday. Initiate terminations of employees as needed.
• Audit College of Engineering Dean’s Office time and absence records in Workday. Ensures accuracy though regular audits and user trainings.
• Attend meetings with HR Director and HR Manager to assist in gathering information and preparing for follow-up processes: take notes, create documents, and correspond with meeting attendees with updates.
• Act as a liaison between CoE and central HR offices.
• Serve as a Workday HR Partner, Academic Partner, I-9 Coordinator, and Time and Absence Approver
• Serve as back up during HR Manager’s absence. Provide support to HR Director as requested.
• Delegated authority to act on employment actions including but not limited to: hiring, compensation, recruiting, and leave in the absence of the HR Manager.
Office Operations
• Write and maintain local-level HR process documentation and engage with continuous process improvement.
• Analyze and troubleshoot data and system issues and provide guidance and solutions.
• Manage and maintain accurate information and content on CoE web pages related to human resources. Make edits and additions to website independently.
• Manage the filing systems (electronic and hand copy), including: staff, faculty, and promotion & tenure.
• Provide calendaring support for the HR Director and HR Manager.
• Establish and maintain a file retention system.
• Update and maintain organizational charts for the Dean’s Office, units and Centers.
College Wide and Dean’s Office Events and Meetings
• Conduct the administrative pre work, set up, and delivery of reoccurring meetings, special projects, trainings, and HR presentations. Including the monthly assistant to the chair meeting, monthly administrator meeting, quarterly HR trainings, monthly employee moral events, and other campus presentations.
• Independently plan the College of Engineering Awards: organize the nomination process, work with catering services, schedule the event, plan ceremony, and work closely with the Dean on the event details. Responsible for the overall success of the awards.
• Plan and execute the bi-yearly Dean’s Office Service awards.
• Maintain the budget information and track expenditures for COE Awards, Service Awards, and other HR related meetings, trainings, events or travel.
• Serve as a resource and give guidance to the Dean’s office Manager in planning and preparing for Dean’s office events, to include community building activities, seasonal parties, retirement celebrations, etc.
REQUIREMENTS:
• Bachelor’s degree in Business Administration, Human Resources or related field or equivalent education AND two to three years of administrative experience including human resources, office manager or related setting OR equivalent education/experience.
• Strong attention to detail, and the ability to maintain confidentiality and sensitive information.
• Demonstrated ability to effectively address complex administrative and personnel issues.
• High Level of Accountability - Drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
• Knowledge of and experience in creating and maintaining web-based HR data and HR records systems for optimal personnel management.
• Ability to communicate effectively and respectfully over the phone, via email and in person.
• Ability to interact professionally with high-level staff and visitors over the phone, via email and in person.
• Knowledge and experience in administering and running large and small-scale events.
• Ability to work independently in a busy office and work collaboratively with a team.
• Proficient in Microsoft Word, Excel and PowerPoint; and an ability to adapt to new software technology.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE
• Familiarity with UW, State, and Federal HR policies and laws;
• Familiarity with Visio, Google Docs, and Outlook;
• Comprehensive knowledge of and proficient UW administrative computing (UWHires, Workday, Interfolio) systems.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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.
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The College of Engineering has an outstanding opportunity for a Human Resources Specialist.
The Human Resources Specialist in the College of Engineering performs complex administrative support for the Human Resources Director and Human Resources Manager. General support includes complex HR responsibilities, project tracking, correspondence, and special projects. The position is responsible for ensuring data accuracy and integrity in Workday and provides strategic reporting for HR actions. This position reports to the College of Engineering Human Resources Manager.
RESPONSIBILITIES:
Key Responsibilities:
• Assist with COE human resources responsibilities, including academic and non-academic HR processes and related tasks.
• Responsible for exercising discretion and independent judgement when handling HR transactions and Workday related functions.
• Understand organizational complexities, reporting relationships, specific role and responsibilities across the UW and within the broader context of UW administration of policies and procedures.
• Process and track Academic HR paperwork and investigate issues.
• Serve as a Workday Subject Matter Expert for the College of Engineering
• Independently coordinate and plan the annual CoE Awards ceremony and the bi-annual Service Award Ceremonies.
• Other duties as assigned.
General Human Resources Functions
• Process and track Academic HR paperwork, to include: 1460’s and visa requests; keep departments apprised of the status of their requests and forms.
• Manage the student and temporary staff hiring process for the Dean’s office and College of Engineering programs: includes Workday entry, handling questions, salary data, job description review and coordination with hiring managers.
• Review and approve all VISIT/VISER visa forms.
• Act as a resource to college students, staff, and faculty, responding to various inquiries.
• Compose offer letters and other confidential documents.
• Research and compile data for reports and projects in Workday. Independently provide suggestions and feedback to departments on HR related Workday reports.
• Track end employment dates for College in Workday. Initiate terminations of employees as needed.
• Audit College of Engineering Dean’s Office time and absence records in Workday. Ensures accuracy though regular audits and user trainings.
• Attend meetings with HR Director and HR Manager to assist in gathering information and preparing for follow-up processes: take notes, create documents, and correspond with meeting attendees with updates.
• Act as a liaison between CoE and central HR offices.
• Serve as a Workday HR Partner, Academic Partner, I-9 Coordinator, and Time and Absence Approver
• Serve as back up during HR Manager’s absence. Provide support to HR Director as requested.
• Delegated authority to act on employment actions including but not limited to: hiring, compensation, recruiting, and leave in the absence of the HR Manager.
Office Operations
• Write and maintain local-level HR process documentation and engage with continuous process improvement.
• Analyze and troubleshoot data and system issues and provide guidance and solutions.
• Manage and maintain accurate information and content on CoE web pages related to human resources. Make edits and additions to website independently.
• Manage the filing systems (electronic and hand copy), including: staff, faculty, and promotion & tenure.
• Provide calendaring support for the HR Director and HR Manager.
• Establish and maintain a file retention system.
• Update and maintain organizational charts for the Dean’s Office, units and Centers.
College Wide and Dean’s Office Events and Meetings
• Conduct the administrative pre work, set up, and delivery of reoccurring meetings, special projects, trainings, and HR presentations. Including the monthly assistant to the chair meeting, monthly administrator meeting, quarterly HR trainings, monthly employee moral events, and other campus presentations.
• Independently plan the College of Engineering Awards: organize the nomination process, work with catering services, schedule the event, plan ceremony, and work closely with the Dean on the event details. Responsible for the overall success of the awards.
• Plan and execute the bi-yearly Dean’s Office Service awards.
• Maintain the budget information and track expenditures for COE Awards, Service Awards, and other HR related meetings, trainings, events or travel.
• Serve as a resource and give guidance to the Dean’s office Manager in planning and preparing for Dean’s office events, to include community building activities, seasonal parties, retirement celebrations, etc.
REQUIREMENTS:
• Bachelor’s degree in Business Administration, Human Resources or related field or equivalent education AND two to three years of administrative experience including human resources, office manager or related setting OR equivalent education/experience.
• Strong attention to detail, and the ability to maintain confidentiality and sensitive information.
• Demonstrated ability to effectively address complex administrative and personnel issues.
• High Level of Accountability - Drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
• Knowledge of and experience in creating and maintaining web-based HR data and HR records systems for optimal personnel management.
• Ability to communicate effectively and respectfully over the phone, via email and in person.
• Ability to interact professionally with high-level staff and visitors over the phone, via email and in person.
• Knowledge and experience in administering and running large and small-scale events.
• Ability to work independently in a busy office and work collaboratively with a team.
• Proficient in Microsoft Word, Excel and PowerPoint; and an ability to adapt to new software technology.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE
• Familiarity with UW, State, and Federal HR policies and laws;
• Familiarity with Visio, Google Docs, and Outlook;
• Comprehensive knowledge of and proficient UW administrative computing (UWHires, Workday, Interfolio) systems.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.
Apply for this job