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Req #: 247322

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid, at least 2 days in office per week

Posting Date: 06/26/2025

Closing Info:

Open Until Filled

Salary: $5,114- $7,466 per month

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.

Position Summary

The School of Medicine (SoM) HR Shared Services team is seeking an Employee Experience Specialist to support a full-spectrum approach to the employee lifecycle within a fast-paced, academic medical environment. Reporting to the HR Shared Services Manager, this professional staff role is responsible for enhancing the experience of incoming, current, and exiting employees through effective onboarding, engagement, communications, data management, and offboarding coordination.

The position partners closely with the SoM Recruiter, SoM HR Data & Compensation Analyst, and HR Business Partners to ensure a consistent, high-quality experience for employees and candidates. It also supports operational excellence through independent judgment, initiative, and attention to detail.

Position Purpose & Fit Within HR Shared Services

The Employee Experience Specialist position exists to enhance the quality, consistency, and professionalism of the staff experience throughout the employee lifecycle—from onboarding to offboarding. This role ensures operational efficiency and employee satisfaction by serving as a central resource for engagement activities, orientation, I-9 compliance, and exit coordination.

As part of the School of Medicine’s HR Shared Services team, the position plays a key support role to the SOM Recruiter and HR Data & Compensation Analyst while collaborating with HR Business Partners to deliver timely, responsive, and people-centered HR services.

DUTIES AND RESPONSIBILITIES

Onboarding, I-9 Compliance & Recruitment Support – 25%

+ Direct the design, implementation, and continuous improvement of onboarding programs for HR-supported departments, with accountability for program effectiveness, consistency, and measurable outcomes. Leverage project management skills to drive initiatives from planning through execution.

+ Partner closely with department leaders, hiring managers, and HR colleagues to ensure a cohesive, welcoming, and compliant onboarding experience across diverse departments and units. Facilitate stakeholder engagement and consensus-building to align onboarding processes with operational needs and institutional priorities.

+ Conduct and process I-9 verifications and ensure compliance with federal and institutional standards.

+ Guide new hires through onboarding systems (e.g., Workday, benefits enrollment, required trainings).

+ Draft appointment letters and route for final review, signatures, and delivery, ensuring standardization and timely communication to candidates.

+ Provide recruitment operations support for the SoM Recruiter, including scheduling interviews, preparing search committee materials, and coordinating communication during the pre-hire phase.

+ Assist with job postings, interview packet preparation, and candidate-facing communications as requested.

+ Continuously assess and improve onboarding documentation, tools, and communication by gathering feedback from recently onboarded employees, their hiring managers, and department leadership to identify opportunities for refinement and alignment with departmental needs.New Employee Orientation & Engagement – 20%

+ Lead the application, coordination, and delivery of the School of Medicine-specific New Employee Orientation program for HR-supported departments.

+ Maintain and enhance orientation content to reflect current policies, collective bargaining agreements, training requirements, and institutional priorities. Collaborate with other onboarding stakeholders, such as IT, to ensure operational readiness on day one.

+ Proactively engage with departments to align orientation programming with local onboarding efforts to foster cohesive communication between new employees and their managers, facilitating a core onboarding experience with appropriate space for departmental specifics.

+ Coordinate orientation logistics, content updates, invitations, communications, and planning.

+ Assist the SoM Recruiter to promote university resources related to professional development, employee recognition, well-being, and career growth to departmental managers

+ Collaborate on engagement-focused activities such as surveys, listening sessions, or other initiatives in response to feedback.Exit Interviews & Offboarding – 20%

+ Manage the operations, execution, and continuous refinement of the SoM staff exit interview program in close coordination with SoM staff and academic HR leadership.

+ Schedule and facilitate exit interviews or administer surveys, fostering a respectful and confidential process for departing staff.

+ Review and analyze exit survey responses to identify potential concerns, exercising sound judgement and performing appropriate escalation while maintaining compliance with mandatory reporting obligations under Title IX, Title VI, or other university policies.

+ Escalate sensitive findings to appropriate HR or compliance offices as needed.

+ Serve as the primary point of accountability for identifying and reporting trends in exit feedback, preparing regular summaries and actionable insights for the SoM HR Director and departmental leadership. Include relevant and actionable recommendations to improve workplace practices, polices, or culture improvements.

+ Ensure offboarding processes (e.g., systems access removal, return of equipment, and final documentation) completed thoroughly and in a timely manner.HR Systems & Operations Support – 15%

+ Serve as the SharePoint, OneDrive, and shared drive lead for the HR Shared Services team.

+ Maintain internal HR sites, shared folders, and document templates; provide training and guidance to new team members on file management and usage.

+ Support electronic and physical records management by organizing and maintaining confidential employee files in accordance with university retention policies.

+ Coordinate the receipt, distribution, and handling of in-person HR mail and deliveries, including university service award recognitions.

+ Contribute to ad hoc HR projects involving data analysis and process improvement.

+ Collaborate with the HR Data & Compensation Analyst on data collection efforts, maintaining reoccurring reports, and updating reports related to onboarding and offboarding activity.

+ Handle and maintain confidential information and employee records with discretion and in compliance with university guidelines.Employee Relations & HR Partner Support – 10%

+ Serve as a first point of contact for general staff inquiries related to HR policy, workplace expectations, and performance processes; elevate complex matters to HR Business Partners as appropriate.

+ Assist HR Manager in coordinating meetings related to employee concerns, workplace accommodations, and policy discussions.

+ Maintain records and communications related to low-risk employee relations cases, ensuring documentation is complete, timely, and handled confidentially.

+ Maintain and update a centralized HR tracker to support the two HR Managers and SoM HR Director in monitoring the status of current and open employee relations matters, ensuring timely follow-up, visibility, and alignment with HRBP case management and quarterly reporting.

+ Prepare template communications or intake summaries for review by HR Manager when needed.

+ Support the planning and documentation of trainings and meetings related to staff performance management, policy updates, and team climate initiatives.Executive and Calendar Support – 10%

+ Provide comprehensive calendar management and meeting coordination for the SoM HR Director.

+ Prepare and organize meeting agendas, supporting materials, and related communications.

+ Assist with event planning, special projects, and communications as needed. **MINIMUM REQUIREMENTS**

+ Bachelor’s degree and two years of progressively responsible administrative, HR, or project coordination experience OR equivalent education and experience.

+ Demonstrated ability to handle sensitive issues and maintain confidentiality.

+ Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).

+ Strong written and interpersonal communication skills.

+ Ability to prioritize, manage multiple timelines, and problem-solve independently. **DESIRED QUALIFICATIONS**

+ Three or more years of progressively responsible administration, HR, or project coordination experience.

+ Experience in human resources or staff support in a higher education or health sciences setting.

+ Familiarity with Workday HCM or similar HRIS systems.

+ Experience conducting or coordinating onboarding and offboarding processes.

+ Demonstrated commitment to inclusive practices and a positive employee experience.

+ Experience with survey administration, data tracking, or HR reporting tools.

+ Experience with recruitment coordination/talent acquisition. **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.