Academic Administration Specialist

University of Washington • Bothell, WA

1d • Hybrid

About The Position

The Academic Administration Specialist (AAS) is based in the Office of the Dean and reports to the Associate Dean for Faculty. The AAS works closely with the leadership of the School – including the Dean, Associate Deans, and the School Administrator – to ensure the provision of faculty-related services in a timely and effective manner, consistent with University and School policies and guidelines. Some responsibilities will also apply to non-faculty academic personnel and may involve working closely with the Dean. The School of Business employs 30 full time faculty and on average about 40 part-time faculty. Faculty hold appointment in a variety of categories – tenured, tenure track, teaching track, visiting, multi-year contracts, single Quarter contracts – and everyone has unique HR issues – hiring, reappointment, tenure, promotion, sabbatical and other leaves, on-boarding and off boarding, and maintenance of proper documentation. The tasks have to be completed in a timely manner, accurately, and in accordance with policies and laws. This position ensures the efficient and correct delivery of all faculty related human resource services. Filling it will ensure continuity of operations. Not doing so will gravely hurt the operations of the School as this is a position requiring specialized and time consuming responsibilities that cannot be taken up by others.

Requirements

• Bachelor’s degree in business, Communications, or other related field
• At least two years of experience supporting administrative processes in an educational or HR setting.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Nice To Haves

• Experience working with confidential or personnel information.
• Demonstrated ability to interpret and apply policies, procedures, and guidelines within a complex, regulated organizational environment.
• Experience working within and across complex organizational and administrative systems (e.g., processing, tracking, and reporting systems).
• Ability to learn and adapt to new systems and technology as required for the job.
• Strong interpersonal skills, including the ability to communicate effectively in writing and verbally, engage with individuals from varied backgrounds and at all organizational levels, and develop productive working relationships.
• Demonstrated ability to manage multiple concurrent processes, prioritize competing deadlines, and follow through with accuracy and consistency.
• Strong attention to detail, sound judgement, and demonstrated ability to identify issues, assess risk, and address potential problems proactively.
• Demonstrated ability to take initiative and to work independently as well as to collaborate effectively in a team-based environment.
• Strong proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, Access, PowerPoint, Teams, and SharePoint.
• Demonstrated commitment to contributing to an inclusive and equitable workplace, aligned with the School of Business’s Vision, Mission, and Values.
• Experience with best practices in academic HR and payroll systems, such as (or similar to) Workday, Interfolio, and DocuSign.
• Experience with academic human resources processes in a university.
• Master’s degree.

Responsibilities

• Manage and support the process of faculty hiring, both full- and part-time, including working with the Office of Human Resources to post job positions, administering applications on Interfolio, communicating with the recruitment committee and assisting them with compiling application data, and ensuring proper disposition of applications after hiring is complete.
• Coordinate full-time faculty candidates’ campus visits; serve as a contact point; arrange travel, lodging, and interview schedules, and follow-up communications.
• Draft offer letters for part-time faculty for internal review and approval, and ensure offer letters are distributed for signatures in a timely manner, ensuring that part-time faculty also sign in a timely manner via DocuSign.
• As part of the hiring of part-time faculty, make sure to communicate all key dates to the Associate Dean of Academic Programs and coordinate workflow and work steps to make sure all on-boarding of part-tine faculty is completed with enough time before the beginning of each academic quarter.
• Complete onboarding of part-time faculty.
• Collect and review part-time faculty’s CVs at the time of hiring and as needed; identify any potential issues.
• Work with administrator to prepare and submit visa, work authorization, and permanent residency applications for new faculty and visiting faculty, as applicable, and follow up on application status.
• Develop, communicate, and manage annual appointment and reappointment timelines for non-full-time faculty.
• Process appointment and reappointment contracts of faculty; manage related WorkDay functions and processes; responsible for WorkDay entries.
• Provide provisioning guidance and ensure faculty have all the information needed to start their work as part of the university system
• Coordinate faculty on-boarding and off-boarding activities in accordance with University policies.
• Manage faculty summer research initiative, including tracking applications, processing funding decisions in workday, and track and ensure compliance with expected research deliverable (completion of reports and presentations).
• Schedule goals meetings for faculty, including collecting and compiling faculty materials before meetings.
• Support faculty evaluation processes, including annual performance reviews, reappointment reviews, and promotion and tenure (P&T) reviews.
• Manage faculty reviews on Interfolio, including publishing cases, handling logistics, and tracking review status.
• Prepare and distribute approved annual review letters for faculty.
• Document, archive, and report review outcomes to OEHR as needed.
• Conduct, report, and record all faculty votes on timely basis according to the School’s voting protocols.
• Develop the School’s HR database, archive faculty personnel files over time, maintain accurate and accessible records, and provide documentation and reports as requested.
• Keep track of faculty leaves (e.g., sabbatical and FMLA), eligible voting faculty, service appointments, and teaching loads to support compliance, reporting, and planning needs.
• Schedule meetings related to faculty affairs as requested.
• Liaise with UW Bothell and UW Seattle Human Resource offices on faculty employment and related issues, as needed.
• Work with OE/HR at UW Bothell to ensure understanding of and compliance with policies, trouble shooting of issues, and timely submission of required documentation.
• Collaborate with staff across the School and, when needed, with the Office of Institutional Planning & Budget to ensure collection, organizing, and retrieval of faculty data.
• Anticipate faculty human resource needs and issues and advise School leadership accordingly.
• Assess, identify, and implement process improvements and efficiencies.
• Perform other duties as assigned.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees