HUMAN RESOURCES ADMINISTRATIVE SPECIALIST (TEMPORARY) Job 2024 Full Time

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 School of Public Health (SPH) Dean’s Office has an outstanding opportunity for a temporary Human Resource Administrative Specialist to join their team from October 15 through May 15.

The University of Washington School of Public Health (SPH) tackles the greatest health challenges in our region and around the world to create a world of healthy people. With a dynamic diverse student body of 2,000 undergraduate and graduate students, the School is fueled by a team of nearly 250 core faculty and over 500 staff members dedicated to excellence in teaching, research, and service. Our groundbreaking discoveries are fueled by rigorous science and equity-driven solutions where we bring together faculty throughout the School to collaborate in over 30 centers and institutes. Through partnerships with organizations such as the Bill & Melinda Gates Foundation, Fred Hutch, Kaiser Permanente Washington Health Research Institute, and Seattle Children’s Hospital, our students emerge as leaders who are prepared to work in partnership with communities to improve the health of all people and our research creates impact locally and globally.

SPH is comprised of five academic departments—Biostatistics, Environmental and Occupational Health Sciences, Epidemiology, Global Health (joint with the School of Medicine), and Health Systems and Population Health—along with 5 Interdisciplinary Programs housed in the Office of the Dean. Together, the School of Public Health is united with students, faculty, and staff across the campus, under a shared commitment to “a world of good.” Through our collective efforts, we strive to make a significant and lasting impact on public health, advancing the well-being of individuals and communities worldwide.

Reporting to the Director of Human Resources, and working closely with the Senior Human Resource Manager, this position will 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 within the dean’s office to remain in compliance with University rules and regulations, the Faculty Code and the School’s policies and procedures.

DUTIES AND RESPONSIBILITIES

This position and HR team roles and responsibilities span across faculty, staff and student employees.

Human Resources: 65%

Review role for faculty promotion packets (both regular and non-mandatory) 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 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 OD

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.

Data Management and Reporting: 20%

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

Committee Management: 10%

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, gather and disseminating information and ballot management.

Coordinate the annual new faculty orientation and all faculty meeting with the HR team

Other duties as assigned: 5%

MINIMUM 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

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

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

DESIRED QUALIFICATIONS

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 working in higher education

Application Process: The application process 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 access 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.