HR Administrator (Temporary)

Job Description

The Department of Medicine has an outstanding opportunity for a Full-Time Temporary HR Administrator.

The Department of Medicine is the largest department in the School of Medicine with over 3900 staff faculty trainees and students and an annual budget of approximately $ consisting of patient care revenue sponsored research funds endowments and gifts state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialties divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism Endocrinology and Nutrition; Nephrology; Pulmonary Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC) Harborview Medical Center (HMC) Veterans Administration Puget Sound Health Care System (VAPSHCS) Bloodworks NW Fred Hutch and other locations in the Seattle area.

The HR Administrator (Payroll Title: Pro Staff Temp Position (E S)) is a key position on a fast-paced and dynamic team for which this position will require a range of responsibilities to provide seamless customer service across the Department and divisions. This position will provide expert consultation and complex support as part of the Staff HR team for the eleven DOM divisions on staffing and recruitment HR Policies Workday/Payroll system issues and inquiries leave administration training and carrying out HR initiatives processes and programs.

Additionally the HR Administrator will handle Staff HR matters requiring independent judgment analysis and discretion in effecting executing and discharging personnel functions in Workday. This position will be responsible for ensuring that Workday activities are managed accurately and timely following compliance requirements per the State and University regulations. This position is expected to understand interpret and apply appropriate policy procedure and required regulations.

This position partners with teammates and leaders to propose draft and execute complex and multifaceted HR tasks with high impact to employees and requires significant organization problem-solving project management and communication skills with frequent and substantive interactions within and outside the Department. Individual initiative solid judgement discretion regarding sensitive and confidential matters and superior customer service skills are all necessary for the tasks assigned. This position requires accuracy efficiency flexibility creativity and a desire to serve multiple stakeholders while working within UW regulations.

UW Department of Medicine is ranked as a leader nationally and internationally in clinical care research and education. This position facilitates the teaching research and clinical activities by providing expert consultation and complex support for Department personnel activities among the different divisions and programs to ensure that the Department of Medicine is able to continue its commitment to the goals and mission of the School of Medicine and the University.

DUTIES & RESPONSIBILITIES

Human Resource Management (70%)

• Understand the organizational complexities of the divisions and DOM central staff units including job types reporting relationships specific roles and responsibilities within the broader context of the DOMs administrator of policy and procedure. Identify establish and maintain important partnerships and strong working relationships with the central approval offices.

• Compliance - Provide informal and formal first tier advice and guidance to staff students division HR Managers administrators and leadership regarding UW human resources policies procedures and union contracts. Ensure the Department activities and practices are in compliance with the School and University personnel policies and procedures and state and federal laws. Ensure compliance with institutional policy the Fair Labor Standards Act (FLSA) Americans with Disabilities Act (ADA) and Washington State Law.

• Recruitment - Provide expert advice and HR management to the full employee lifecycle to the divisions and DOM central staff units. Support the recruitment process for DOM central staff positions from concept through hire. Balance setting expectations with managers while simultaneously promoting their needs with the central offices. Understand and be proficient in the complexities of staff undergraduate and graduate students.

• Compensation Review and recommend compensation for new hires and compensation change requests. Research salary levels for comparison and promoting pay equity within the Divisions Department School of Medicine and University overall.

• Leaves - Manage and provide expertise on Leave of Absences specifically FMLA practices and parental leave. Advise staff on best practices and be the department expert on policies and procedures. Manage monitor and audit Workday reporting for FMLA tracking record keeping and required communications for staff taking leave.

• Workday Operations - Provide department/division consultation review transact and approve HR actions (hires job changes compensation changes PAP FTE changes org changes security roles etc.) in Workday following the timelines and expectations of payroll and central campus. Maintain thorough understanding of Workday transactions and functionality including initiation approvals process-flows downstream impacts and business consequences. Attend Employee Workday Help CoP meetings and work closely with Employee Workday Help partners to manage help tickets and other Workday requests.

• Onboarding/Offboarding - Oversee new employee orientation and employee separation processing for our DOM central staff units approve onboarding and off boarding processes and policies. Provide guidance on appropriate access/entry into UW data systems e.g. payroll benefits IT Security compliance. Educate managers on current policy and practice information for onboarding orientation and off boarding.

• Float Staff HR Administrator - Provide short-term HR Administrator coverage to divisions across DOM as needed. Independently perform and partner with the Division Administrator Division Head and division managers in recruitment compensation LOA employee relations onboarding/offboarding workday operations and compliance.

Procedures and Process Improvement (20%)

• Manage documentation of all staff HR business processes and generate effective solutions that meet the needs of all parties involved.

• Identify and recommend process improvements regarding division/DOM process quality control and various systems.

• Develop analyze and revise guidelines policy procedures and training tools.

• Develop analyze and revise team communication templates which serve to streamline processes and increase consistency.

• Partner with the DOM Staff HR team with managing HR activities to ensure actions and responses are in accordance with applicable rules and regulations.

• Manage and update DOM Staff HR Intranet site content researching and evaluating information to ensure accuracy and usefulness to the user audiences.

• In partnership develop recruitment strategies for the department and job descriptions/postings to attract top candidates.

• Compile and update repository of job descriptions for DOM use.

• Develop training tools for DOM HR Managers regarding Workday and other HR areas.

Special Projects & Other (10%)

• Plan and complete special projects as assigned independently or as a member of a team (i.e. strategic planning workgroup projects).

• Participate regularly in professional activities to keep abreast of changes and new developments in Human Resources College and University Professional Associations (CUPA- HR) and Society for Human Resource Management (SHRM).

• Additional duties as assigned.

MINIMUM QUALIFICATIONS

Bachelors Degree in Human Resources Management Business Administration Administrative Management or a related field and a minimum of 2 years experience with progressive responsibility in human resources or related field at a diverse complex multi-faceted organization.

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

Additional Qualifications:

• Demonstrated thorough knowledge of HR policies procedures principles and practices. Personnel and salary administration recruitment techniques and management.

• Solutions-oriented demonstrating strong initiative and follow-through.

• Ability to thrive and prioritize while working with a high volume of work concurrent projects and critical time sensitive deadlines with consistent accuracy and attention to detail. A flexible and open mindset is essential.

• Ability to exercise high degree of judgment and handle confidential information with tact discretion and diplomacy and to maintain strict confidentiality.

• Excellent written and verbal communication skills and proven organizational and interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization.

• Proficiency with Microsoft Office Suite (Microsoft Word Excel Outlook and PowerPoint) and other web-based programs.

DESIRED QUALIFICATIONS

• Certification as a Professional in Human Resources (PHR) or Society for Human Resources Management Certified Professional (SHRM-CP).

WORKING CONDITIONS

This role is required to be in-office as needed to review I-9s for all new hires.

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.