Req #: 243071 Department: COLLEGE OF ENGINEERING Appointing Department Web Address: https://www.engr.washington.edu/about Job Location Detail: telework/hybrid/remote work availability Posting Date: 02/06/2025 Closing Info: Closes On 02/13/2025 Salary: $5,417 - $6,500 per month Limited Recruitment: **Open to UW Employees only** Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf) 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 College of Engineering has an outstanding opportunity for a HR Operations Specialist to join their team.** The HR Specialist is integral to the Dean’s Office in the College of Engineering (CoE), playing a pivotal role in supporting the newly established Shared HR Services team. Initially, the role will provide comprehensive human resources services to multiple academic departments, the Collaboration Core, and the Dean’s Office, with the potential to expand its reach to additional academic units as capacity allows, ensuring exceptional service delivery across the college. In executing its responsibilities, this position will collaborate extensively with key stakeholders, including personnel from the Dean’s Office, academic units (chairs, faculty, administrators, and staff), the central Payroll team, and the central Human Resources office. This collaboration will enhance operational efficiency and ensure alignment with institutional priorities. The Human Resources Operations Specialist leverages in-depth knowledge of University of Washington, college, and departmental policies to oversee recruitment, hiring, compensation, and Workday-related activities for multiple departments within the College of Engineering. As a key member of the Shared HR Services team, this position supports managers by providing expert guidance and resources for personnel operations, including recruitment, student employment management across various departments, and compensation matters. Additional responsibilities include advising staff and supervisors on complex leave issues, auditing and reporting personnel data, and maintaining sensitive personnel records with the utmost discretion and confidentiality. Success in this position requires a high degree of discretion, independent judgment, and a thorough understanding of applicable policies, systems, and procedures. Human resources operations at the University of Washington are complex, and the ideal candidate will collaborate effectively with staff in the Dean’s Office, central Payroll, and other UW administrative offices. As a vital member of the Shared HR Services team, the Human Resources Operations Specialist will play a critical role in fostering seamless HR operations across multiple departments. This includes clear and effective communication with faculty, administrators, and managers to address operational and policy-related matters. The specialist will assist with the design and implementation of tailored onboarding strategies for new staff, ensuring customization to meet the unique needs of each unit. Additionally, the role demands advanced proficiency in Workday for reporting and auditing, as well as the ability to develop robust tracking systems to monitor and streamline business processes. Through these efforts, the specialist will contribute to the Shared HR Services team's mission of delivering cohesive and efficient human resources support across the College of Engineering. **DUTIES AND RESPONSIBILITIES** Shared Staff Recruitment and Hiring + Manage recruitment from conception to hire for all professional and classified staff positions from various departments in the College of Engineering, including temporary positions. + Advise hiring managers on recruitment strategies and best practices. Develop and implement procedures to streamline the hiring process. + Advise faculty and other supervisors about the professional staff program including appropriate job titles and grades. Work collaboratively to create position descriptions, research scientist/engineer questionnaires, and other required forms. + Enter positions and job requisitions into Workday and collaborate with supervisors, CoE (Dean’s Office) Human Resources, and Compensation, and Total Talent Management staff throughout the recruitment process. + Consider department, college, and University equity when working with supervisors on salary offers and negotiations, seeking advice from administrators and COE HR personnel as appropriate. + Attend workshops and meetings to learn about best practices and resources available to recruit and support a diverse workforce. + Work with departments and the college staff to implement best practices for diversity, equity and inclusion when creating new job descriptions and recommending recruitment strategies.Student appointments and compensation + Provide guidance to faculty on student appointments across various departments, offering clarity on the distinctions between different categories of student employment. + Facilitate quarterly and annual academic student appointments (RA, TA and SA titles). + Advise faculty and department leaders on different student appointment types and identify strategic pathways for achieving the highest level of aid and benefit to the student and department. + Oversee the management of 200-300 student employees per quarter across multiple departments participating in Shared HR Services. + Develop and maintain efficient data tracking tools for departments utilizing Shared HR Services, ensuring streamlined management and ease of reporting. + Issue employment and fellowship offer letters to students, in compliance with UAW ASE union agreements. + Manage Workday entry for student appointments, ensuring health benefits and tuition coverage deadlines are met. + Engage with students to address and resolve complex inquiries regarding their employment, providing tailored guidance and support to ensure compliance and understanding of employment policies and procedures. + For example, student database, insurance questions, time and attendance matters, sick leave inquiries, leave, etc.HR Shared Operations + Proactively maintain and disseminate knowledge of union agreements and UW/college policies. + Activities include attending workshops and meetings and reading communications from central offices and the dean’s office. + Participate in specialized training offered through UW Professional and Organizational development. + Summarize content for administrators and hiring managers and disseminate via Teams and established methods. + Provide comprehensive advice and consultation to supervisors on Workday transactions, time and attendance management, and related processes. + Advise supervisors about performance management policies and procedures. Develop communication materials and resources to support annual performance reviews for professional and classified staff. + Create and implement a system to verify compliance. + Create an effective system to monitor routing and approvals of business processes. Take appropriate actions when actions are delayed in Central Payroll or another business office. + Manage all relevant Workday processes, working competently and collegiately with Central Payroll partners, department administrators and dean’s office HR staff. + Produce and utilize Workday reports to monitor activities. + Work with supervisors to implement compensation changes outside of the merit cycle. Typical actions include in-grade salary increases, temporary salary increases, position reviews and changes to FLSA eligibility. + Advise and consult with supervisors, including faculty members, on matters such as complex leave and regulatory compliance such as PFML, FMLA. + Monitor activities in departments for compliance with best practices, and College of Engineering (CoE) and UW policies and procedures. + Respond to inquiries and resolve problems in areas such as benefits eligibility, leave administration and compensation. + Independently respond to questions from employees and supervisors. Escalate complex HR issues to staff in the dean’s office. + Manage confidential personnel files per UW records management policies and procedures. **MINIMUM REQUIREMENTS** + Bachelor's Degree in Business administration, administration, public administration, data, HR, or a general field. + At least 2-3 years of experience in human resources and/or office/administrative experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Excellent customer service skills including commitment to responsiveness, accountability, and attention to detail. + A strong ability to leverage data to optimize processes, enhance efficiency, and drive operational effectiveness. + Demonstrated ability to communicate professionally, respectfully and effectively about policies with constituents who are not familiar with the field. + Ability to demonstrate a solution-oriented approach to addressing customer requests. + Experience handling complex issues/sensitive data with discretion and tact. + Ability to prioritize work and meet deadlines with minimal supervision. + Ability to function under time constraints and in emotionally charged situations. + Experience working both independently and collaboratively with a team. + Experience with interpreting union contracts. + Experience with interpreting state and federal laws related to equal opportunity and affirmative action. + Candidates with equivalent experience and transferable skills are encouraged to apply. **DESIRED QUALIFICATIONS** + Knowledge of Workday or similar enterprise HR system. + Relevant experience in a higher education or large public institution setting. **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. 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, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.