Job Information
University of Washington HUMAN RESOURCES AND PAYROLL SPECIALIST in Seattle, Washington
Req #: 235514
Department: THE DEPARTMENT OF NEUROLOGICAL SURGERY
Job Location Detail: UW Health Sciences Building
Posting Date: 06/24/2024
Closing Info: Closes On 07/05/2024
Salary: $5,000 - $6,667 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.
We are seeking a dedicated, detail-oriented, and effective problem solver to join the Department of Neurological Surgery at the University of Washington as a HR and Payroll Specialist. This role offers an incredible opportunity to manage a $28 million payroll and oversee staff appointments within a surgical department at the School of Medicine. The ideal candidate will possess a strong work ethic, adaptability, resilience, and excellent organizational skills.
In this pivotal position, you will be responsible for managing our Department’s payroll for all faculty, staff, trainees and students, and spearhead HR responsibilities. Your expertise will be crucial in supporting the financial stability and operational efficiencies of our department, contributing significantly to our mission of excellence in healthcare, education, and research.
DUTIES AND RESPONSIBILITIES
Manage the annual $28 million payroll for the Department of Neurological Surgery, ensuring accuracy through statistical and data analysis, financially sound decisions, creative solutions, and departmental controls and procedures.
Utilize independent judgment and advanced accounting skills to resolve payroll and leave issues, proposing fiscally responsible solutions that ensure financial stability across departmental budgets.
Oversee all compensation structures, policies, and procedures, including X/Y/Z salary shifts, costing allocations, hospital funding, and physician allotment funds.
Provide guidance on leave options (FMLA, PFML, unpaid leave, FTE changes) based on employment classification (faculty, classified staff, professional staff, and post-doctoral scholars).
Manage one-time payment approvals and processes for specialized services in the department.
Prepare reports, financial statements, and perform comparative analysis.
Ensure correct budget allocations for faculty and staff positions, working closely with the Research/Finance Business unit, and manage payroll adjustments in Workday.
Develop centralized tracking mechanisms for payroll and compensation elements.
Provide backup support to the Neurology Payroll Analyst during high-volume periods and outages. Staff Appointments & Interns (40%)
Serve as the departmental expert for all professional and classified staff, temporary employees, post-doctoral scholars, graduate students, undergraduates, and intern appointments at the University of Washington.
Manage and enter HR and payroll transactions in Workday and UW Hires, including salary offers, FTE changes, compensation changes, hiring, and terminations.
Draft offer letters for new hires based on appropriate appointment classifications.
Oversee the onboarding process for new hires, including orientations, training reviews, and updates to internal HR policies on the department’s intranet.
Manage the offboarding process, including exit interviews, collecting materials and equipment, and assembling paperwork.
Serve as a resource on UW HR and Ethics policies and procedures, including compliance, compensation, leaves, telework, and disability requests.
Document hiring and termination processes, providing procedural instructions and guidance.
Manage department policies and updates for UW Diversity, Equity, and Inclusion initiatives.
Provide supervisors with best practices for interviewing, hiring, and managing employee performance, including legal and UW policies.
Conduct phone screens for central administrative positions, schedule interviews, and track feedback.
Manage the onboarding process, including 30-, 60-, and 90-day objectives, working with supervisors to develop SMART objectives.
Oversee the intern and volunteer request process, ensuring compliance with labor laws and managing onboarding/offboarding.
Maintain the department’s employee tracking and retention tracker, preparing reports and updates.
Manage the annual merit process for professional staff, conducting data analysis, drafting letters, and managing communications.
Maintain the department’s compensation tracker, assisting with the semi-annual formal compensation analysis. Process Improvement and Standardization (10%)
Identify and implement process improvements, ensuring compliance with payroll and hiring requirements.
Audit staff and intern HR files for compliance with training, security agreements, and other UW requirements.
Update the department’s intranet content, ensuring HR information is regularly audited and updated. Develop calendars, content ideas, and annual reminders.
Collaborate with leadership to improve HR, payroll, and operational processes, aligning with the department’s mission, goals, and strategic plans.
Identify metrics for tracking and reporting performance improvements, exceptions, and process opportunities; manage the staff retention report and gather and submit data for the department’s administrative dashboards.Other Duties as Assigned (10%)Perform additional tasks as required to support the department’s objectives and goals.Minimum Education and Experience MINIMUM REQUIREMENTS
Bachelor's Degree in Social Sciences, Communications or related field
At least 2 years of related or equivalent experience Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Proficient in the use of Microsoft Office, including Word, Excel, PowerPoint, and SharePoint
Must be able to work independently with exceptional organizational, planning, time management skills and initiatives
Must also be able to work as a member of a team and to lead teams to successful outcomes
Excellent project management and organizational skills
Excellent written and verbal communications skills
Ability to set priorities and manage multiple projects and competing deadlines.
Strong problem-solving skills to successfully navigate complex organizations and identify creative solutions.
Experience exercising discretion with complex and sensitive issues.
Demonstrated ability to be a self-starter who takes initiative and follows through.
A high level of professionalism, Service Excellence, and confidentiality
Analytical thinking and the ability to assess complex situations.
Creative approach to developing solutions to HR and Payroll challenges. DESIRED QUALIFICATIONS
Experience working with Workday
Demonstrated experience working in complex organizational/educational systems 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.