Job Information
University of Washington ADMINISTRATOR in Seattle, Washington
Req #: 238954
Department: OFFICE OF SPONSORED PROGRAMS AND HUMAN SUBJECTS
Appointing Department Web Address: https://www.washington.edu/research/
Job Location Detail: UW Tower, 4333 Brooklyn Ave NE, Seattle, WA 98105
Posting Date: 09/20/2024
Closing Info: Open Until Filled
Salary: $7,000 - $8,300 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.
The values of diversity, equity and inclusion are integral to the success of our research enterprise and are embedded in the culture of who we are as an institution and employer. We create progressive change honoring the unique and diverse perspectives in the Office of Research and the UW research community. We strengthen our commitment to the core values of diversity, equity, and inclusion by fostering an environment of authenticity in support of our mission to provide an equitable and accessible community to all. Read more here: https://www.washington.edu/research/or/office-of-research-diversity-equity-and-inclusion/
The Office of Vice Provost Research has an outstanding opportunity for an Administrator to join their team.
The values of diversity, equity and inclusion are integral to the success of our research enterprise and are embedded in the culture of who we are as an institution and employer. We create progressive change honoring the unique and diverse perspectives in the Office of Research and the UW research community. We strengthen our commitment to the core values of diversity, equity, and inclusion by fostering an environment of authenticity in support of our mission to provide an equitable and accessible community to all.
The Human Resources and Office Administrator (HOA) position functions as the unit administrator for the Human Subjects Division and the Office of Sponsored Programs. These two co-located units share HR and office administration support. The primary responsibility of the position is to facilitate recruitment and hiring, compensation, and related UW HR system activities, manage the physical office space and responsibilities related to that space (including supplies and equipment), and routine procurement and reimbursement activities. The position will also support managers by providing information and resources for personnel operations. Related duties involve advising staff and supervision about complex leave, reporting, and auditing personnel data, and managing sensitive personnel records and information with discretion.
POSITION COMPLEXITIES
The position reports to the Directors of both units and acts as a liaison between the Office of Research (OR) central staff, unit staff, and other campus offices. The HOA must be able to act independently and effectively, given general direction from the Directors and the constraints of University policies and procedures. The HOA has a broad range of responsibilities, including general administration, human resources, facilities management and support, payroll and purchasing, and other administrative functions, as well as participation in and support of OR-wide initiatives.
This position requires substantial organizational, problem-solving, and project management skills, as well as individual initiative, excellent communication skills, and the ability and desire to provide consistently excellent customer service. This position entails frequent and substantive interactions both within and outside the units and involves sensitive and confidential matters; using good judgment, tact and discretion are a necessity. This position requires accuracy, efficiency, flexibility, and a desire to serve multiple stakeholders, while working within UW regulations and policies. Success in this role requires exercising discretion in highly sensitive personnel matters while building trust and developing positive working relationships with unit employees.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY
HSD and OSP are service and compliance units within the Office of Research, with a combined staff of approximately 100 individuals. The units report directly to the Senior Associate Vice Provost for Research Administration and Integrity in the Office of Research. The position will work closely with the Human Resources and the Finance and Reporting teams in the Office of Research, the Integrated Service Center, TotalTalentManagement, and UW’s Compensation Office. The impact of the position’s work contributes directly to successful HR operations within the units, as well as the careers and livelihoods of the employees in those units. It is critical that the HOA recognize the importance of their work, strives for excellence in all they do, and values the people whose lives they affect through their work.
DUTIES AND RESPONSIBILITIES Human Resources 60%
Manage all administrative functions with UW HR systems, such as adding new requisitions, discretionary leave, TPIs, correcting staff time and absence entries, supervisory changes, reporting, etc.
Assist with the development and management of policies, procedures, guidance, and templates related to staff recruitment, such as position-specific development of standardized interview questions, evaluation rubrics, interview etiquette guidelines, offer letter templates, etc.
Ensure the units’ employment practices are in compliance with the personnel/HR policies and procedures of central OR and the University
Coordinate all staff and student assistant recruitment efforts, such as developing/maintaining position descriptions, posting on UW Hires, Work Study office, and other recruitment sites; conducting initial phone screenings; completing reference checks; drafting offer letters
Act as liaison with other UW HR offices as needed to facilitate recruitment, hiring, promotions, salary adjustments, and performance management
Facilitate employment eligibility verification through I-9 Process (I-9 Coordinator)
Develop and oversee general onboarding and exit procedures for staff, including coordinating with others for access to facilities, systems (e.g., Zipline, SAGE/SPAERC, unit services, WorkDay), completion of all University required training (e.g., violence prevention, asbestos awareness), unit specific office procedures (e.g., inclement weather, evacuation), coordination of equipment and phone set-up with ORIS and UW-IT, etc.
Track and ensure UW mandatory training requirements are met by unit staff
Facilitate all staff performance management efforts, including the annual staff performance review process
Advise and facilitate unit DEI initiatives related to HR (e.g., inclusive language in position descriptions, interview questions)
Provide guidance to unit staff and leadership on personnel issues and HR-related circumstances (e.g., FMLA, shared leave, leave without pay, WA State Paid Leave, bereavement)
Manage/retain all applicable electronic and paper HR records per unit policy and in accordance with UW, State and federal requirementsOffice Administration 25%
Assist with development and management of internal policies and procedures for general office operations in accordance with University policies and procedures
Coordinate necessary support services for functional space planning, working with central OR, as needed
Assist with all physical space needs and employee awareness of space policies, in conjunction with UW Tower Facilities and Office of Research Information Services (ORIS), including:
Maintain floor plans
Reserve meeting space
Emergency Procedures, including serving as a Floor Warden
UW Tower policies, including all required postings
Supply Area Inventory management and supply provision for staffing working remotely
Surplus Inventory management
Cubicle requests/configuration and vacating cubicle procedures
Office phone logistics, including number with temp code for new employees and reset upon employee departure
Guest access
Serve as point of contact for UW Tower Facilities, and attend all Floor Coordinator meetingsProcurement and Other Financial Transactions 10%
Make unit purchases using UW Workday’s Catalogsystem and/or ProCard, including office supplies and equipment
Facilitate unit subscription payments, membership dues, and conference registrations
Manage reimbursements to staff and IRB members
Ensure purchases and reimbursements are consistent with UW and WA State guidelines
Ensure purchases are assigned to the appropriate funding source (cost centers, resource, gift, program, etc.)Equipment, Services, Permitting and other Duties 5%
Manage Vendor Services for HSD/OSP physical office, including surplus collection and pick-up, shredding service, copiers, and other equipment or services under service contract
Obtain permits for functions
Handle hard copy mailing to staff, when necessary
Other duties, as assigned MINIMUM REQUIREMENTS
Bachelors’ degree in any discipline or profession; human resources or business administration preferred. Equivalent experience can substitute for degree requirement.
Minimum 4 years’ experience in human resources, recruitment or other related fields Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Demonstrated knowledge of HR policies, procedures, and best practices, including advancing diversity, equity and inclusion across HR competencies, such as classification and compensation, staffing and recruitment, leave management, and/or payroll
Ability to exhibit tact, courtesy, and discretion in all work situations
Demonstrated strong organizational skills and keen attention to detail
Demonstrated excellence in analytical, written and spoken communication skills
Computer proficiency is required, including MS Word, Excel, internet browsers, and email DESIRED QUALIFICATIONS
Experience working in human resources in a higher education setting
Knowledge of federal and state employment laws
Familiarity with UW systems (e.g., UWHires, Workday) CONDITITONS OF EMPLOYMENT Individuals work at the HSD/OSP office on the main UW campus. Telework is permitted, with the understanding that some responsibilities require on-site attendance on a regular basis (e.g., meet with service vendor, coordinate physical space move). The office is a standard open-plan office environment. It occupies one floor in the UW Tower, a high-rise office building on the edge of campus. The UW does not provide employees with free parking; parking is available at the Tower for a fee, and subsidized transit passes are available. 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.