HR Administrator (Temporary)

University of Washington • Seattle, WA

1d • Onsite

About The Position

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 $600,000,000 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.

Requirements

• Bachelor’s 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 dedication to equity, diversity and inclusion.
• 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.

Nice To Haves

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

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 DOM’s 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.

Benefits

• UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level