Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
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The Electrical and Computer Engineering Department at the University of Washington - a top ranked research and education program located on the main UW Seattle Campus – is looking for a highly motivated individual to join our team. At UW ECE, we cultivate innovation and inspire through high-impact research. We educate and develop tomorrow’s leaders to help solve the world’s biggest challenges. Comprised of over 50 tenured/tenure track, research and teaching faculty and more than 900 students across our four programs, ECE is the largest degree producer and second largest department in the UW College of Engineering. We work on cutting edge projects that address complex world challenges in health, energy, technology and the environment and have led to significant research and education grants. We strive to build and maintain a culturally diverse community and encourage applications from women and minority candidates. The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sex, age, status as protected veterans, or status as qualified individuals with disabilities.
The Workday/HR Specialist will oversee and complete the work associated with quarterly academic student employee appointments (an average of 250 appointments each quarter), postdoctoral and other academic personnel hiring, manage research and departmental staff recruitments and appointments, workforce orientation and on-boarding, manage timekeeping records and maintenance, Workday entries, and general administrative tasks related to the human resources functions of the Department.
HR Operations •In support of ECE faculty, staff, and students, and working closely under the guidance of the Administrator, COE HR, and central HR offices, advise and consult with hiring managers and supervisors on processes in matters related to department HR management including compensation changes, FTE changes, complex leave issues, and regulatory compliance such as PFML, FMLA, etc. Ensure compliance with department best practices, and College of Engineering (COE) and UW policies and procedures and maintain knowledge of union agreements. •Respond to inquiries and resolve problems in areas such as benefits eligibility, tuition payments or exemptions, leave administration and compensation. •Manage all relevant Workday processes, working competently and collegiately with ISC contacts, department supervisors, budget managers, and Administrator and Chair. Produce and utilize Workday reports to establish effective auditing and tracking procedures to ensure correct functioning of payroll, compensation and personnel actions. •Interpret leave policies and procedures for department employees (including Administrator/Chair, supervisors, and employees). •Manage and provide content expertise on Workday Time and Absence entry and reporting, including standard leave and extended leave situations. •Advise employees on collection/routing of the necessary documentation for extended leave situations (PFML, FMLA, etc). •Partner with the Administrator to manage the annual merit considerations for faculty and staff as well as other salary reviews and adjustments throughout the year. Track performance evaluation compliance and provide guidance to supervisors regarding performance management and reviews. Compile and develop various staff personnel narratives for salary adjustments (in-grade, reclassification). •Process VISIT/VISER appointments and invitations, including visa applications and renewals, including J-1 and H-1B, and troubleshoot issues with International Scholars Operations (ISO) and/or COE HR. Backup Assistant to the Chair in visa applications and renewals for postdoctoral scholars. •Works with persons coming from outside the US, for employment with UW, preparing visa applications, •assists the prospective visa holder with logistics required to work in the US, the UW and the Department. •Tracks and reports status of visa expirations and possibilities for renewal including cost to department
Recruitment/Hiring •Manage recruitments from conception to hire for all temporary and permanent research staff positions. Advise hiring managers on recruitment strategies and best practices. Develop and implement policies and procedures to streamline the hiring process. Support Administrator in all departmental staff hiring processes. •Compose and/or review and advise on job descriptions, classify positions based on descriptions and determine the appropriate pay range in consultation with the supervisor, and when necessary, Administrator, COE HR, and UW HR. •Enter positions and job requisitions into Workday and collaborate with supervisor, Administrator, COE, UW Human Resources, and Compensation, and Total Talent Management throughout the recruitment process. Apply department, COE, and University equity and other measures when working with supervisors on salary offers and negotiations, seeking advice from Administrator and COE HR as appropriate. •Write and issue new hire confirmations letters, ensuring all necessary elements are included in accordance with department, COE, and University rules and procedures. •Responsible for ensuring compliance with University and department HR policies, as well as applicable state and federal laws throughout the recruitment and selection processes. •Provide backup to Assistant to the Chair and Administrator for recruitment/hiring and Workday entry for academic personnel and departmental staff.
Student Appointments and Scholarship/Fellowship Disbursement •Manage quarterly student appointment process for over 250 graduate and undergraduate students, including providing information and advising faculty and department leadership on different student appointment types. •Issue employment and fellowship offer letters to students, in accordance with UW policies and in compliance with UAW ASE union agreements. Manage Workday entry for student appointments, ensuring health benefits and tuition coverage deadlines are met. •Assist students with navigating HR policies and accessing benefits, including helping students apply for GAIP self-pay insurance coverage, as necessary. •Partner with budget manager and academic services staff to set up and disburse scholarship and fellowship funding to students to ensure proper coverage such as tuition waivers, and insurance.
Payroll •Oversee costing allocation input, support and advise ECE budget managers by troubleshooting issues and reaching out to the ISC to resolve problems. •Review and complete payroll documentation required to onboard all new employees, which includes completing SSN/ITIN verification forms or applications, I-9 review, managing GLACIER, completing E-Verify, coordinating background checks, etc, as necessary. •Identify overpayments and underpayments and process corrective actions. Work with ISC to process retro payments, obtain emergency checks, and to calculate and collect overpayments. Records Management and Process Improvement (10%) •Manage confidential personnel files, maintaining up to date information and storing files in accordance with UW records management policies and confidentiality protections. •Participate in department committees and special project teams for the department to support office administration, morale, and operational efficiency. •Serve as the primary department expert in extracting reports and data from Workday and other systems. Provide assistance to Administrator, faculty committee chairs, department Chair, and others to run and analyze report data for personnel appointments. •Participate in campus-wide human resources meetings and workgroups and relay information to department leadership, supervisors, and employees. •Establish, maintain and support effective systems, records and tools in order to be a key player in continuous process improvement efforts for the department. Partner with the Administrator and Assistant to the Chair to develop, modify, and archive department human resources policies and procedures. Oversee the integration of UW and COE policies and procedures to ensure consistency across topics. Oversee the posting of information on the department intranet. •Create and maintain effective templates, user manuals, spreadsheets and tracking tools to improve organization and effectiveness of HR/Payroll functions for the department, including maintaining up to date templates for offer letters (classified, professional and senior fellow appointments), separation checklists, onboarding and visa procedures, hiring checklists and tracking spreadsheets/ tools. •Partner with the Administrator to design and implement onboarding and offboarding processes for staff. •Provide guidance to supervisors and ECE leadership and collaborate with UW leaders, colleagues, and campus partners to effectively address diversity, equity, and climate issues as it relates to human resources and recruiting.
REQUIREMENTS: •Bachelor's Degree in Business, Public Administration, or related field •2 years experience in human resources
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Experience with HR Information Systems, especially Workday
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.
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.