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Job 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 Information School has an outstanding opportunity for a Human Resources Dept Mgr/Admin.

POSITION PURPOSE

Under the general direction of the Director of Faculty Human Resources, the Manager for Faculty Human Resources (MFHR) provides substantive expertise in academic human resources, operational leadership and expert consultation in managing the iSchool’s recruitment, appointment, payroll and other personnel functions that support the lifecycle of academic appointments for approximately 100 faculty and academic positions. This position oversees and conducts hands-on work to ensure that services are implemented, monitored, and evaluated on a regular basis for efficiency, effectiveness, consistency and fairness, and to meet all standards, rules and regulations as well as support the promotion of diversity, equity and inclusion principles of the iSchool and University of Washington. They are expected to independently develop innovative approaches, streamline processing and create tools that enhance Faculty HR operations. The MFHR must have excellent project and timeline management skills to independently establish processes for meeting deadlines that are critical to the success of recruitments, compensation changes, payroll actions, promotions and reappointments.

The MFHR serves as an advisor to the Director and the Associate Dean for Faculty Affairs on guidelines, policies, and procedures related to academic personnel and counsels faculty who are chairing hiring or personnel related committees. They also serve as a liaison with central University offices and may represent the iSchool on University committees. The person in this position must independently show exceptionally good judgement and use a high level of discretion and confidentiality in their work and management of staff as well as in their interactions with others.

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 iSchool’s 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. Human Resources staff hold very visible roles within the School and as such are expected to step into leadership roles within the School on a regular basis.

Job Responsibilities and Duties

Faculty Recruitment – 40%

_Manage recruitment processes for academic appointments, ensuring there is a focus on enhancing the school’s diversity and talent._

+ Develop, manage and ensure effective execution of the timelines and processes for the recruitment of all faculty and academic positions (tenure-track faculty, teaching faculty, research faculty, post-doctoral scholars and other academic titles), including coordination of one-year appointments with the iSchool Academic Services Office.

+ Manage recruitment process in Interfolio and provide internal training to iSchool personnel as needed.

+ Facilitate advertising for open positions including advising on wording for advertisements, securing appropriate University approvals, ensuring posts are timely and maintaining required documentation.

+ Oversee and ensure proper processing of application materials using Interfolio.

+ Develop, manage and ensure effective execution of the timelines and processes for the recruitment of all faculty and academic positions (tenure-track faculty, teaching faculty, research faculty, post-doctoral scholars and other academic titles), including coordination of one-year appointments with the iSchool Academic Services Office.

+ Manage recruitment process in Interfolio and provide internal training to iSchool personnel as needed.

+ Facilitate advertising for open positions including advising on wording for advertisements, securing appropriate University approvals, ensuring posts are timely and maintaining required documentation.

+ Oversee and ensure proper processing of application materials using Interfolio.

Human Capital Management, Time, and Payroll Support - 30%

_Independently manage and ensure effective human resources processes related support for faculty and academic personnel in the areas of hire, compensation, appointment and reappointment, retentions, compensation changes and payroll, including Workday entries and report generation_ .

+ Establish and monitor procedures for the timely and accurate processing of faculty payroll and management of leave; initiate or review all payroll and appointment updates.

+ Manage all HR and compensation transactions in Workday for approximately 100 academic personnel; serve as the central point of contact for the iSchool for entering appointments, FTE changes, compensation, terminations, and faculty leave.

+ Ensure all aspects of faculty and academic personnel hires, reappointments, terminations, compensation, costing allocations and other items are correct and in alignment with applicable policies and procedures; collaborate with hiring managers, iSchool operational units (Research Services, Academic Services, Finance, others as needed), Integrated Service Center, Student Fiscal Services, Continuum College, and other university departments.

+ Manage, monitor and ensure proper and timely entry in the Workday HCM system and any internal tracking tools.

+ Maintain awareness of and ensure compliance with bargaining unit contract, all applicable university policies, and city, state, and federal laws. Establish and revise timelines and process; advise leadership as needed.

+ Draft offer and other appointment letters for new and renewal position.

+ Develop and direct orientations and create and manage onboarding processes for new faculty and academic personnel.

+ Manage or execute other human resources and payroll processes for faculty as needed.

Faculty Personnel Actions – 20%

_Oversee personnel processes and timelines for all regular, adjunct affiliate and visiting faculty appointments, including coordination with iSchool Faculty Affairs and Dean's Office._

+ Establish, communicate and manage processes that ensure all collaborators have the information needed, follow appropriate timelines and policy/procedure, and gather the necessary documentation for proper and timely processing of the following faculty personnel actions: Appointment, Reappointment, Tenure, Promotion, and Regular Conference with the Faculty

+ Identify documentation requirements based on University policy. Communicate with internal and external persons to secure additional documentation as needed.

+ Establish processes for and manage the visa requests process for foreign national workers.

+ Manage faculty voting process and vote documentation for faculty personnel actions; advise leadership on proper protocols.

Other – 10%

_Respond, or route, to appropriate persons, email received by iSchool HR help queues ([email protected])._

+ Oversee and manage faculty data in Activity Insight and work with iSchool’s Administrative Support Manager to ensure data held in Activity Insight is current and accurate.

+ Advise on the development of and coordinate faculty employee engagement programs.

+ Attend and participate in campus-wide human resources related meetings as needed.

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

+ Attend meetings with iSchool Faculty Affairs team and/or team members.

+ Develop content for, maintain and update internal and external faculty human resources website as needed.

+ Participate in professional development opportunities to expand knowledge base for the position.

+ Generate documents and forms as needed.

+ Perform other duties as required.

Supervisory Responsibilities

_One full-time staff, Administrative Assistant (1.0 FTE). Hire, train, complete performance evaluations, and make recommendations for disciplinary action as needed._

Minimum Qualifications

+ Bachelor’s degree in Business, Social Sciences, Communications, or other related field or equivalent education or experience.

+ Minimum 5 years general office experience

+ Minimum 2 years human resources experience preferably in an institution of higher education to include at least 1 year of faculty or executive level recruiting.

+ Knowledge of general human resources and payroll policies, procedures and principles.

+ Experience recruiting and onboarding personnel.

+ Must be fluent in MS Office: Word, Excel, Outlook (or other equivalent email product).

+ Must have excellent communication skills, both written and oral with demonstrated presentation and orientation experience.

+ Demonstrated success in working with diverse populations.

+ Demonstrated ability to organize and prioritize multiple tasks.

+ Must be detail oriented and work effectively under the pressure of deadlines.

+ Demonstrated ability to work independently and as part of a team.

+ Experience interpreting complex contracts and/or policies.

Desired Qualifications

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

+ Prior supervisory experience

+ Prior experience processing visas including H-1B or J-1 visas.

+ Prior experience using databases and SharePoint.

+ Knowledge of Federal and Washington State employment law.

+ Knowledge of University of Washington human resources policies and systems.

Position Complexities

Provide direct confidential administrative support to Faculty Human Resources and Faculty Affairs. The individual in this position must have a general knowledge of employment law and University policy in order to communicate effectively on matters involving the iSchool faculty and student employees while employing tact and diplomacy. This position must be able to handle sensitive and urgent matters in a thorough professional and timely manner with careful attention to confidentiality. Have frequent contact with individuals such as senior management staff, faculty, external members of our community and administrative officers as it relates to the iSchool. This requires an individual who is detail oriented, highly organized, has good communication skills both verbal and written, can juggle multiple tasks and prioritize their own day to day schedule with general direction and goal setting provided by the supervisor. Heavy reliance is placed on the recommendations and judgment of the MFHR. Additionally, this person is responsible for ensuring the School meets deadlines as set out by the Integrated Service Center, Academic Personnel, Central UW Human Resources and other University of Washington departments related to the employment and compensation functions of the Information School.

Impact to the University

This position is expected to provide human resources and payroll support in areas that impact the professional life of our faculty employees all while adhering to Federal and State law, bargaining unit contracts and University of Washington and Information School policies and procedures. As the iSchool continues to grow and diversify our academic programs and research, the need for this level of support is critical in making sure timelines are met and information is disseminated to the appropriate individuals in a timely and accurate manner. The MFHR is frequently the first and last person employees and applicants come in contact with when employed or looking to be employed by the School. Not only does this contact have an impact on the decision of an individual regarding employment with the iSchool but making this a positive experience for individuals can also have a very long lasting impact on how people view the University as a whole, remember us later and speak of us in passing conversation with individuals in the community.

Conditions of Employment

A flexible schedule is required as critical human resources and payroll deadlines must be met regardless of other conflicting deadlines.

Compensation, Benefits and Position Details

Pay Range Minimum:

$59,736.00 annual

Pay Range Maximum:

$89,592.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

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 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.

Our Commitment

The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.