HR MANAGER - ASSISTANT TO DIRECTOR
Apply NowCompany: University of Washington
Location: Seattle, WA 98115
Description:
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 HR Manager reports directly to the Administrator and takes direction from the Director for the School of Aquatic & Fishery Sciences, working closely with the directors, managers, faculty, staff, and students to achieve department goals within the University's policies and procedures. This position plays a key role in managing all aspects of AHR and HR related duties for the SAFS, using Workday. The HR Manager will be responsible for all facets of Workday operations including job requisitions, job changes/terminations, compensation changes, along with running reports, and data clean up. The manager must also understand foreign national visa standards and lead the department's work with Academic HR, International Scholar's Office, and College of Environment to manage international visas. The HR Manager is expected to exercise independent judgment, solve problems, and develop innovative approaches to the management of a wide variety of departmental academic and staff human resources and payroll, to ensure operational efficiency.
The management skills for this position are complex as they encompass a wide range of activities and interactions with high level faculty, academic leadership, and institutional members, staff, and all of the collaborative partners, including external organizations and the general public. Given privileged and highly confidential information and trusted to act upon this information accordingly and with discretion, this position will independently determine the best operation practices and how to implement them for the department and may involve long-range strategic planning. This position is expected to play a significant role in organizing executive level committees, reviewing and analyzing policies and procedures, and supporting all areas of academic and faculty affairs. The HR Manager requires a high degree of initiative, independent decision-making and problem-solving skills, along with the ability to organize and prioritize many competing tasks from faculty, directors and department staff, and staff and students within our community.
The HR Manager will manage SAFS HR activities for over 200+ faculty, academic, staff, graduate students and hourly employees, providing expert advice and high-level support to the Department, Director, and Administrator for Workday operations, transactions, best practices, and adherence of policies and procedures. Responsibilities include:
DUTIES AND RESPONSIBILITIES
Academic Human Resource, ASE and Postdoctoral Management - 60%
Provide key Academic Human Resource Management support to ensure the School's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures. Advice faculty and staff regarding school, college and university requirements, policies and procedures in relation to Academic Human Resources.
Manage high volume department academic human resources processes for tenure and non-tenure track faculty, teaching faculty, research faculty, lecturers, and short-term academic appointments (e.g. research associates, acting instructors, visiting scholars/scientists, and VISIT/VISER interns) including paid and/or courtesy appointments, adjunct/affiliate faculty, and postdoctoral scholars.
Administer the appointments, reappointments, professorship and merit reviews process. Create appointment packets, maintain electronic personnel files, administer faculty voting and voting eligibility, prepare faculty ballots, and independently follow through on necessary AHR actions.
Manage the faculty recruitment and appointment process from initial search to the final hire and travel relocation for successful candidates. Ensure that faculty recruitments comply with University, State and Federal hiring practices, as well as adherence to faculty code and academic HR policies and procedures. Create positions, including hiring plans, via Inter-folio and manage the approval process. Advise and provide guidance to the search committee regarding procedures and documentation requirements; and advertisement placement (e.g. the Chronicle of Higher Education, SACNAS and other appropriate outlets) preparation of hiring packets, and search closing including disposition and archive candidates.
Establish procedure and protocols in the management of faculty promotions and tenures. Collect, organize and collate all required documents from various constituents and review to ensure compliance with current policies. Assemble promotion and tenure dossiers to include the maintaining of clear records for document sharing of committee reports, director's independent evaluation, faculty vote, discussion summary with candidates, and record candidate responses.
Interpret University and COE policies and procedures, serving as the subject-matter expert on AHR International Scholars Operations (ISO), and associated Workday processes for academic appointments including foreign nationals. Ensure accurate and timely reporting and processing of the visa application processes, by researching and resolving appointment issues, such as visas, salary funding options, and appointment letters. Manage applications and renewals, including J-1 and H-1B, and troubleshooting issues as appropriate.
Understand all relevant policies and procedures associated with faculty leave and communicate with faculty members on behalf of the school. Coordinate faculty leave, such as FMLA.
Provide guidance regarding conflict of interest and receive, process and track outside work requests. Track the completion of all faculty reports to include annual reports, professional leave requests, outside professional activities, annual reviews, faculty workload reporting, teaching evaluations, sabbaticals, retirements, and other faculty reporting documents.
Maintain dynamic communication with faculty and PIs in a deadline-driven ASE graduate student recruitment and appointments process (e.g. Teaching Assistant, Research Assistant, Stipend positions) including working closely with PIs to determine the appropriate funding source and percentage of support, on a quarterly basis.
Departmental Human Resource Operations - 20%
Provide guidance on HR-related leave circumstances (e.g., FMLA, shared leave, leave without pay, WA State Paid Leave, bereavement, etc.) and best practices in coordination with central HR. Manage time/absence tracking for all SAFS staff, including all compliance-related leave requests (e.g. Parental Leave, Holiday) and other leave categories and calendar updates.
Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate in consultation with Central HR.
Serve as consultant for any personnel action items, such as, annual evaluation review, staff recognition, leave reporting to include compensatory time, overtime, and over/under payment requests. Initiates business processes in Workday (i.e. compensation changes, TPI/TSI's, etc.)
Work closely with Campus HR employment to ensure positions and issues are resolved professionally and in a timely manner. Partner with department leadership managing Workday activities to ensure actions and responses are in accordance with applicable rules and regulations.
Facilitate the hiring and onboarding/outboarding process for permanent staff, temporary staff, and student staffing from conception to hire for the School. Work closely with supervisors/PIs on job creation, recruitment, interviews, hiring, telework agreements. Assist with compensation, evaluations, position reviews, conflict resolution, and termination.
Faculty Governance, Affairs, and Services - 20%
Facilitate the completion of University unit reporting documents, including annual reports and ten-year reviews, enlisting assistance from employees as needed. Ensure that procedures and protocols are followed and assist the Director and faculty leaders in mission-critical requirements and formulate recommendations.
Organize and maintain department initiatives and communicate deadlines to the Director and Administrator, as appropriate. Ensure the Director's priorities and obligations are met by monitoring the Director's projects including production, inventory, and distribution of various committee documents, reports, spreadsheets, and relevant documentation.
Ensure compliance of Washington State public meeting law requirements are met in the development of annual planning calendar for faculty meetings, executive sessions, school council meetings, committee meetings, faculty retreat, or other decision-making or planning sessions. Facilitate IT equipment setup, preparation of agenda, distribution, minute taking, post materials/information on SharePoint, create/moderate polls, send invites, schedule participants, room reservations, conference calling, catering.
Facilitate peer University collaboration and guest speakers for interna/external visits, making travel arrangements and ensuring their visit goes smoothly and reflect positively on the department. Compose, edit, and create sensitive and confidential letters, memoranda and proofread outgoing correspondence.
Support departmental event planning efforts including but not limited to holiday gatherings, staff retirements, project celebrations, and other departmental and development functions. May assist in supervision of event activities on the day of events, overseeing all operations, staff, and volunteers.
MINIMUM REQUIREMENTS
Bachelor's degree in social sciences, business, public administration, English, scientific or related field, or combination of education and experience.
Three or more years of experience working at the departmental level in human resources, with an understanding of State and Federal policies related to human resources.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Strong organizational skills highlighting the ability to develop, use, and maintain systems to track information and materials.
Strong project management and problem-solving skills.
Excellent oral and written communication skills, including the ability to prepare professional correspondence and reports and to take minutes at executive-level meetings.
Eagerness and ability to take initiative and work independently.
Strong attention to detail with an emphasis on accuracy and completeness of information.
Ability to maintain harmonious working relationships to address complex and/or sensitive issues effectively.
Ability to exercise discretion and to exercise sound judgment and solve problems independently.
Ability to navigate a complex, layered organization to achieve results.
Ability to interpret and communicate to others complex policies and procedures.
Proficiency with Workday HR and Work Finance, and Microsoft Office Suite, including Excel, Word, and PowerPoint.
DESIRED QUALIFICATIONS
Ability to interpret, navigate, engage and perform transactional processes in the Workday system.
UW experience to include using UW administrative systems, and solid understanding of UW personnel policy.
Proven expertise at managing both academic and staff human resources at a UW. Knowledge of faculty affairs, postdoctoral procedures, and rules, to include visa requirements.
WORKING CONDITIONS
The position may require the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently may require evening and weekend time to meet project deadlines and attend meetings.
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 log into your "My Jobs" page. If you choose 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at [redacted] or [redacted].
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.
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 HR Manager reports directly to the Administrator and takes direction from the Director for the School of Aquatic & Fishery Sciences, working closely with the directors, managers, faculty, staff, and students to achieve department goals within the University's policies and procedures. This position plays a key role in managing all aspects of AHR and HR related duties for the SAFS, using Workday. The HR Manager will be responsible for all facets of Workday operations including job requisitions, job changes/terminations, compensation changes, along with running reports, and data clean up. The manager must also understand foreign national visa standards and lead the department's work with Academic HR, International Scholar's Office, and College of Environment to manage international visas. The HR Manager is expected to exercise independent judgment, solve problems, and develop innovative approaches to the management of a wide variety of departmental academic and staff human resources and payroll, to ensure operational efficiency.
The management skills for this position are complex as they encompass a wide range of activities and interactions with high level faculty, academic leadership, and institutional members, staff, and all of the collaborative partners, including external organizations and the general public. Given privileged and highly confidential information and trusted to act upon this information accordingly and with discretion, this position will independently determine the best operation practices and how to implement them for the department and may involve long-range strategic planning. This position is expected to play a significant role in organizing executive level committees, reviewing and analyzing policies and procedures, and supporting all areas of academic and faculty affairs. The HR Manager requires a high degree of initiative, independent decision-making and problem-solving skills, along with the ability to organize and prioritize many competing tasks from faculty, directors and department staff, and staff and students within our community.
The HR Manager will manage SAFS HR activities for over 200+ faculty, academic, staff, graduate students and hourly employees, providing expert advice and high-level support to the Department, Director, and Administrator for Workday operations, transactions, best practices, and adherence of policies and procedures. Responsibilities include:
DUTIES AND RESPONSIBILITIES
Academic Human Resource, ASE and Postdoctoral Management - 60%
Provide key Academic Human Resource Management support to ensure the School's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures. Advice faculty and staff regarding school, college and university requirements, policies and procedures in relation to Academic Human Resources.
Manage high volume department academic human resources processes for tenure and non-tenure track faculty, teaching faculty, research faculty, lecturers, and short-term academic appointments (e.g. research associates, acting instructors, visiting scholars/scientists, and VISIT/VISER interns) including paid and/or courtesy appointments, adjunct/affiliate faculty, and postdoctoral scholars.
Administer the appointments, reappointments, professorship and merit reviews process. Create appointment packets, maintain electronic personnel files, administer faculty voting and voting eligibility, prepare faculty ballots, and independently follow through on necessary AHR actions.
Manage the faculty recruitment and appointment process from initial search to the final hire and travel relocation for successful candidates. Ensure that faculty recruitments comply with University, State and Federal hiring practices, as well as adherence to faculty code and academic HR policies and procedures. Create positions, including hiring plans, via Inter-folio and manage the approval process. Advise and provide guidance to the search committee regarding procedures and documentation requirements; and advertisement placement (e.g. the Chronicle of Higher Education, SACNAS and other appropriate outlets) preparation of hiring packets, and search closing including disposition and archive candidates.
Establish procedure and protocols in the management of faculty promotions and tenures. Collect, organize and collate all required documents from various constituents and review to ensure compliance with current policies. Assemble promotion and tenure dossiers to include the maintaining of clear records for document sharing of committee reports, director's independent evaluation, faculty vote, discussion summary with candidates, and record candidate responses.
Interpret University and COE policies and procedures, serving as the subject-matter expert on AHR International Scholars Operations (ISO), and associated Workday processes for academic appointments including foreign nationals. Ensure accurate and timely reporting and processing of the visa application processes, by researching and resolving appointment issues, such as visas, salary funding options, and appointment letters. Manage applications and renewals, including J-1 and H-1B, and troubleshooting issues as appropriate.
Understand all relevant policies and procedures associated with faculty leave and communicate with faculty members on behalf of the school. Coordinate faculty leave, such as FMLA.
Provide guidance regarding conflict of interest and receive, process and track outside work requests. Track the completion of all faculty reports to include annual reports, professional leave requests, outside professional activities, annual reviews, faculty workload reporting, teaching evaluations, sabbaticals, retirements, and other faculty reporting documents.
Maintain dynamic communication with faculty and PIs in a deadline-driven ASE graduate student recruitment and appointments process (e.g. Teaching Assistant, Research Assistant, Stipend positions) including working closely with PIs to determine the appropriate funding source and percentage of support, on a quarterly basis.
Departmental Human Resource Operations - 20%
Provide guidance on HR-related leave circumstances (e.g., FMLA, shared leave, leave without pay, WA State Paid Leave, bereavement, etc.) and best practices in coordination with central HR. Manage time/absence tracking for all SAFS staff, including all compliance-related leave requests (e.g. Parental Leave, Holiday) and other leave categories and calendar updates.
Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate in consultation with Central HR.
Serve as consultant for any personnel action items, such as, annual evaluation review, staff recognition, leave reporting to include compensatory time, overtime, and over/under payment requests. Initiates business processes in Workday (i.e. compensation changes, TPI/TSI's, etc.)
Work closely with Campus HR employment to ensure positions and issues are resolved professionally and in a timely manner. Partner with department leadership managing Workday activities to ensure actions and responses are in accordance with applicable rules and regulations.
Facilitate the hiring and onboarding/outboarding process for permanent staff, temporary staff, and student staffing from conception to hire for the School. Work closely with supervisors/PIs on job creation, recruitment, interviews, hiring, telework agreements. Assist with compensation, evaluations, position reviews, conflict resolution, and termination.
Faculty Governance, Affairs, and Services - 20%
Facilitate the completion of University unit reporting documents, including annual reports and ten-year reviews, enlisting assistance from employees as needed. Ensure that procedures and protocols are followed and assist the Director and faculty leaders in mission-critical requirements and formulate recommendations.
Organize and maintain department initiatives and communicate deadlines to the Director and Administrator, as appropriate. Ensure the Director's priorities and obligations are met by monitoring the Director's projects including production, inventory, and distribution of various committee documents, reports, spreadsheets, and relevant documentation.
Ensure compliance of Washington State public meeting law requirements are met in the development of annual planning calendar for faculty meetings, executive sessions, school council meetings, committee meetings, faculty retreat, or other decision-making or planning sessions. Facilitate IT equipment setup, preparation of agenda, distribution, minute taking, post materials/information on SharePoint, create/moderate polls, send invites, schedule participants, room reservations, conference calling, catering.
Facilitate peer University collaboration and guest speakers for interna/external visits, making travel arrangements and ensuring their visit goes smoothly and reflect positively on the department. Compose, edit, and create sensitive and confidential letters, memoranda and proofread outgoing correspondence.
Support departmental event planning efforts including but not limited to holiday gatherings, staff retirements, project celebrations, and other departmental and development functions. May assist in supervision of event activities on the day of events, overseeing all operations, staff, and volunteers.
MINIMUM REQUIREMENTS
Bachelor's degree in social sciences, business, public administration, English, scientific or related field, or combination of education and experience.
Three or more years of experience working at the departmental level in human resources, with an understanding of State and Federal policies related to human resources.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Strong organizational skills highlighting the ability to develop, use, and maintain systems to track information and materials.
Strong project management and problem-solving skills.
Excellent oral and written communication skills, including the ability to prepare professional correspondence and reports and to take minutes at executive-level meetings.
Eagerness and ability to take initiative and work independently.
Strong attention to detail with an emphasis on accuracy and completeness of information.
Ability to maintain harmonious working relationships to address complex and/or sensitive issues effectively.
Ability to exercise discretion and to exercise sound judgment and solve problems independently.
Ability to navigate a complex, layered organization to achieve results.
Ability to interpret and communicate to others complex policies and procedures.
Proficiency with Workday HR and Work Finance, and Microsoft Office Suite, including Excel, Word, and PowerPoint.
DESIRED QUALIFICATIONS
Ability to interpret, navigate, engage and perform transactional processes in the Workday system.
UW experience to include using UW administrative systems, and solid understanding of UW personnel policy.
Proven expertise at managing both academic and staff human resources at a UW. Knowledge of faculty affairs, postdoctoral procedures, and rules, to include visa requirements.
WORKING CONDITIONS
The position may require the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently may require evening and weekend time to meet project deadlines and attend meetings.
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 log into your "My Jobs" page. If you choose 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at [redacted] or [redacted].
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.