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Job Description

The College of Engineering is seeking a detail-oriented and proactive Payroll Specialist to join the HR Shared Services team supporting faculty, staff, and student employees. In this role, you will manage a range of Workday payroll processes and transactions, including student hiring, onboarding (I-9 verification), time and absence tracking, and costing allocations to ensure accuracy, compliance, and efficiency.

You will also assist with the quarterly Academic Student Employee (ASE) appointment process, issuing approximately 400 offer letters per quarter and coordinate tuition, benefits, and scholarship/fellowship funding. As the first-tier point of contact for student inquiries, you will provide timely and accurate information while offering guidance and support to ensure a positive experience.

This role serves as a key resource to faculty, department leadership, and students across multiple departments, providing guidance and expertise on payroll-related matters. It offers the opportunity to make a meaningful impact on operational excellence and the employee experience. On-site presence is required at least three days per week to support in-person I-9 verification.

Payroll Coordination and Processing: (50%)

+ Provide comprehensive support to faculty, staff, and students. In collaboration with the Administrator, College of Engineering (CoE) HR, and central HR offices, deliver transactional support to hiring managers and supervisors on matters related to student appointments, compensation and FTE changes, costing allocations, and regulatory compliance, including time and absence (LOA) tracking.

+ Manage all relevant Workday processes while collaborating effectively with EWH contacts, department supervisors, budget managers, CoE HR, and administrators.

+ Manage and serve as a subject matter expert on Workday Time and Absence entry, processes, and reporting.

+ Partner with students, staff, and faculty to ensure accurate entry and approval of hours each pay period and provide guidance and training as needed.

+ Generate and analyze Workday reports to support auditing and tracking procedures, ensuring accurate payroll, compensation, and personnel actions.

+ Create biweekly reports (e.g., missing costing allocations, timesheet approvals, employee end dates) and collaborate with staff across multiple departments to resolve discrepancies and maintain data integrity.

+ Review and process payroll and onboarding documentation for all new employees, including SSN/ITIN verification letters, I-9 review, E-Verify completion, and coordination of background checks as required.

+ On-site presence is required at least three days per week to conduct I-9 and SSN/ITIN verification.

+ Identify and resolve overpayments and underpayments, processing corrective actions as necessary.

+ Partner with the EWH to complete retro payments, request emergency checks, and calculate or collect overpayments.

+ Oversee costing allocation entries, provide guidance to budget managers, and troubleshoot issues by coordinating with the EWH to resolve system or process errors.

+ Ensure compliance with departmental best practices, College of Engineering and University of Washington policies, and applicable union contracts.

+ Maintain current knowledge of all relevant policies and agreements.

ASE Appointments and Scholarship/Fellowship Disbursement: (45%)

+ Manage a high-volume quarterly ASE appointment process for both graduate and undergraduate students, advising faculty and department leadership on appointment types, eligibility requirements, and compliance standards.

+ Coordinate and process Workday transactions for over 400 ASE appointments each quarter, ensuring timely and accurate entry to meet strict health benefit and tuition coverage deadlines.

+ Prepare and issue more than 400 offer letters per quarter in accordance with UW policies and UAW ASE union agreements, maintaining exceptional attention to detail and accuracy under tight timelines.

+ Serve as the first-tier point of contact for a high volume of student inquiries, responding within 24 hours via a shared email inbox to address questions related to appointments, funding, and policies.

+ Partner with academic services staff to coordinate and disburse scholarship and fellowship funding for 150+ students per quarter, ensuring proper coverage, compliance, and timely issue resolution.

+ Compile, analyze, and distribute quarterly and annual appointment data across multiple departments, ensuring stakeholders have accurate and up-to-date reporting.

+ Provide individualized support to students navigating appointment policies and benefits, including assistance with GAIP / Tuition Waivers / ISHIP, and other matters.

Other duties as assigned: (5%)

+ Participate in professional payroll development; attend meetings and trainings provided by CoE HR, Administrator, and college wide HRC

+ Demonstrated excellent written/oral communication skills, technical documentation skills, user liaison skills, and personal interaction abilities.

+ Contribute to an outstanding customer-service environment including strong collaboration with other team members, students, other HR Service Members and Employee Workday Help

Minimum Requirements:

+ High School diploma or GED certificate and two years of office/clerical experience including at least six months of experience in a human resources or related setting.

_Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration._

Desired Qualifications:

+ Experience using Workday or other Human Resource Information Systems (HRIS)

+ Experience with data collection, analysis, and reporting

+ Strong written and verbal communication skills

+ Proven ability to manage high-volume student appointments accurately and efficiently

+ Experience working in a university or college environment

+ Familiarity with ticketing or case management software

Compensation, Benefits and Position Details

Pay Range Minimum:

$44,256.00 annual

Pay Range Maximum:

$57,480.00 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%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

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 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

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.