Job Description

Under the general supervision of the Manager of Faculty Human Resources the HR Assistant provides specialized technical and human resources oversight and administrative support to the Information Schools (iSchool) Faculty Human Resources Team within the Office of Faculty Affairs.

This position helps manage the appointment and lifecycle processes for core adjunct and affiliate faculty. This position has responsibilities in the areas of recruitment appointment payroll and compensation and faculty reviews (e.g. promotion merit regular conference academic review). This position has frequent communications with internal external customers and partners through various modalities; phone videoconference chat and support of recruitment activities this position has purchasing and fiscal stewardship responsibilities.

The Faculty HR Team is responsible for all HR matters pertaining to permanent and multi-year appointed faculty as well as postdoctoral scholars and adjunct and affiliate faculty. The team collaborates and interacts with the other iSchool HR teams - Staff HR and Academics HR - as part of the overall iSchool HR Net and partners on many processes with the iSchool Finance and Research Services teams.

In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents speak up when they identify opportunities or concerns and lead by taking actions that exemplify the iSchools core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

Responsibilities

Recruitment (25%)

Assist with the Manager for Faculty HR with recruitment activities for faculty and postdoctoral scholars. Most of the faculty recruiting activities occur from August March. During this time the effort on recruitment activities will be higher.

• Develop and revise faculty recruitment templates and guidance documents

• Support the search planning process by helping prepare timelines and routing job postings for review.

• Assist with posting advertisements and coordinating with the advertising agency for open faculty positions.

• Respond to general email inquiries regarding open positions and correspond with applicants as needed. Assist with faculty candidate schedules for campus interviews across multiple searches running concurrently.

• Perform administrative functions for multi-day faculty candidate visits to include travel arrangements catering research talk flyers creating and managing candidate itineraries and other tasks as assigned.

• Maintain recruitment documentation and ensure records retention requirements are met.

Multi-Year Reappointment Academic Review Promotion and Tenure and Regular Conference with the Faculty (25%)

Assist with faculty review process by coordinating logistics and documentation in collaboration with iSchool Academic Services Faculty Affairs and the Deans Office

• Gather necessary documentation for reappointment review and promotion cases including Student Course Evaluations Peer Teaching Evaluations CVs Letters of Recommendation etc. Prepare draft rosters ballots and surveys for applicable processes and make available on SharePoint with appropriate process specific permissions.

• Use Sharepoint Google Drive and Interfolio to save and share documents

Affiliate/Adjunct Appointment/Reappointment (20%)

Track and perform personnel processes and timelines for all adjunct affiliate appointments including coordination with iSchool Faculty Affairs iSchool Academic Services and Deans Office.

• Assist with appointment and reappointment processes for adjunct and affiliate faculty from initiation through completion under established procedures.

• Gather necessary documentation for processing adjunct and affiliate faculty appointment reappointment and promotion. Verify documentation for completeness and route materials for review in accordance with established University procedures. Support faculty voting process and documentation for faculty personnel actions.

HCM and Payroll Support (20%)

Work with iSchool administrative teams (Research Services Finance Academic Services) Workday Help Academic Personnel and Faculty and other central university units as necessary to update and maintain faculty and academic personnel compensation and costing allocations including Workday entries and report generation.

• Assist with bi-monthly payroll audit by compiling data and flagging discrepancies for review.

• Work with individual faculty iSchool Faculty Affairs iSchool Research Services and iSchool Finance to prepare summer funding plans and enter into workday.

• Under the guidance of the Manager for Faculty HR enter personnel transactions such as hire lateral move and termination when needed.

• Process and record in the Audit log payroll transactions such as one-time-payments temporary pay supplements and FTE changes.

Maintain Faculty HR SharePoint and Directory and other Duties (10%)

• Create and maintain SharePoint folders for various processes as directed including academic personnel folders academic review multi-year reappointment and others; gather all necessary documentation including student course evaluations peer teaching evaluations etc. check appropriate folder permissions organize and arrange various site pages.

• Update and maintain records in Watermark data the iSchool directory system and faculty listservs by updating the faculty directory with new hires new position titles and updated contact information.

• Attend and participate in All School Staff meetings committees iSchool events and other activities as needed.

• Attend meetings with iSchool Faculty HR team and/or team members.

• Participate in professional development opportunities to expand knowledge base for the position. Perform other duties as required.

Minimum Qualifications

• Two years of office/clerical experience.

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Additional Required Qualifications

• Experience handling confidential information with discretion.

• Advanced knowledge in MS Office: SharePoint Outlook Word Excel.

• Demonstrated high level of organizational skills and attentional to detail with the ability to manage multiple tasks and deadlines accurately.

• Excellent communication skills both written and oral.

• Demonstrated success in working with diverse populations.

Desired Qualifications

• Bachelors degree in human resources management business communications psychology or similar field.

• Experience working with faculty.

• Experience with applicant tracking systems (ATS).

• Experience with Human Resources Information System (HRIS) such as Workday PeopleSoft or equivalent.

• Knowledge of Federal and Washington State employment law.

• Knowledge of University of Washington human resources policies.

• Desire to learn and grow in the Human Resources field.

Employment Conditions

• Typically a 40-hour 5-days per week position in a standard office environment.

• This position is overtime eligible. Toeffectively complete timeline-driven projects and deadlines flexibility in schedule and additional hours beyond standardoffice hours may be required

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.