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University of Washington HR Program Specialist in Seattle, Washington

Req #: 216961

Department: Ophthalmology

Posting Date: 03/16/2023

Closing Info: Open Until Filled

Salary: $4859 - $7288 per month

Limited Recruitment: Open to UW Employees only

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-academi-staff-20210208.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.

The Department of Ophthalmology has an outstanding opportunity for a HR Program Specialist to join their team. POSITION PURPOSE The HR Program Specialist will work closely with the Manager of HR and Faculty Affairs. Candidate will act as a liaison with managers and/or Principal Investigators regarding recruitment and hiring of all staff. They will routinely exercise independent judgment and decision-making skills, set their own work priorities, develop, interpret and implement policies and provide direction, expertise and assistance to staff located on all other campuses.


Operations/Recruitment/Hiring (35% of 60%)

  • Track HR activities and records. Develop and maintain files, databases and spreadsheets. Ensure compliance with records retention schedule

  • Initiate Workday HR reports as needed

  • Implement new systems in all areas of responsibility which may include recruitment, appointment, employment relations, training and orientation

  • Content expert on hiring and separation employment practices; ensure systems that lead to compliance are in place for HR activities

  • Manage the implementation and update of HR content for the Department of Ophthalmology: this may include keeping abreast of training; determining operational impact on faculty and employment processes; training staff on system changes and trouble-shooting issues

  • Act as hiring manager for all staff positions in the department, consulting with managers and/or PIs to create staff job descriptions; independently manage recruitment process through hiring using UW Hires/Workday

  • Assist manangers with compensation change processes. This may include interpreting request for new or changed positions: classified and professional reclassifications, promotions and salary adjustments

  • Content expert on hiring, leave and separation employment practices; assure systems that lead to compliance are in place for the department’s HR activitiesPayroll Administration and Time and Absence Management (15% of 60%)

  • Collaborate with Finance Manager responsible for monitoring UW payroll, so that s/he has accurate info available for payroll reporting

  • Ensure that time sheets for relevant employees are submitted each week

  • Ensure that employees are added or removed from Workday as appropriate and resolve discrepancies

  • Manage leave of absences. Process staff FMLA, advise on how to make self serve entries; make associated absence and pay entries in Workday required by p/r

  • Consult with employees and managers about FMLA, disability leave, parental leave and disability accommodations; Advise on policies, guiding them through the process and ensuring documentation in personnel files and Workday. Track and monitor leaves, facilitating extensions when necessary. Coordinate with UWHR leave specialists as needed.

  • Act as content expert on FMLA and FSA, including federal and state regulations for all employee leave and separation employment practices.Training/Onboarding and Offboarding (10% of 60%)

  • Manage and/or establish new employee orientation processes and on-boarding activities as well as off-boarding for the department, ensuring consistency with current policies

  • Onboard all new staff at various locations i.e. HMC, UWMC, SLU. This may include badges, phones, computer set up and access

  • Act as the HR liaison to all staff, ensuring that they are in training compliance with University and departmental policies and procedures, as well as guidelines from federal and state government

  • Implement protocols and processes concerning employee off boarding; assure that all access is discontinued via keys, cards, computer, etc.VISITING FOREIGN NATIONALS/VISAS 10%

  • Act as expert on visas for visiting foreign nationals, working with the ISO, keep abreast of updates in policies and procedures

  • Manage visa applications and related issues; walk candidates through the process and assist as needed with the collection of materials required by federal law and the University

  • Advise research faculty regarding visa rules and regulations for international visiting faculty

  • Assist visitors with Visa applications and related hiring paperwork

  • Assist host faculty by initiating visa process for research hires (J1 or H1B) working with the International Scholars OfficeRESEARCH STUDENTS: POSTDOCS & ROTATING GRAD STUDENTS 10%

  • Hire Postdocs using Workday for Academic Appointments, Reappointments; make anniversary date changes to salary and rank

  • Graduate Students to oversee grad student rotations at the Vision Science Center; work with payroll coordinator to ensure that employment in is line with quarterly UW enrollment for graduate students

  • VISER/VISIT program collaborate with research staff re: visa applications and appointments for foreign national students participating in the undergrad research programsCONTINUING MEDICAL EDUCATION 10%

  • Manage the Continuing Medical Education (CME) program for clinical faculty in Ophthalmology. one-off events and/or lectures series. Currently: Grand Rounds Lecture Series; Resident Alumni Day; and Gained in Translation Symposium. This will include coordinating with the event staff member(s) assigned to each event.

  • Collect and/or create all required materials (disclosure forms, bios, evaluations, etc.) and submit CME Application 60 days prior to the event and Reconciliation materials 60 days post event

  • Ensure that all faculty receive their CME creditsGENERAL 10%

  • Manage or co-manage special events such as the annual department holiday party and/or annual summer picnic and other ad hoc events

  • Regularly coordinate information and activities with other services, sites, and departments

  • Attend UW HR Workgroup’s monthly meetings to keep abreast of policies, etc.; attend Workday training update sessions

  • Participate in department administrative team by providing backup support as needed for general administrative activities which may include assisting colleagues, faculty and or supervisory staff with administrative tasks

  • Other duties as needed MINIMUM REQUIREMENTS

  • Bachelor’s Degree in related field

  • Two to three years of work experienceEquivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

  • Proficiency using Workday and UW Hires

  • Ability to multi-task and set priorities as needed

  • Must be able to work in a team environment, sharing info as needed

  • Excellent written and oral communication skills

  • Ability to handle sensitive and confidential information DESIRED QUALIFICATIONS

  • Familiarity with writing research job descriptions 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 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.