HR and Payroll Specialist

University of Washington Medical Center•Seattle, WA

3d•$66,000 - $76,800•Onsite

About The Position

The School of Pharmacy at the University of Washington (UW) is seeking an HR and Payroll Specialist to join their team. This role is crucial for managing staff HR and payroll operations within the School, partnering with managers on recruitment and appointment processes for students and staff. The specialist will oversee payroll, coordinate visa-related needs, and provide support to HR leadership and other HR specialists. The University of Washington is a leading educational and research institution known for its commitment to excellence, staff benefits, professional growth, and a diverse, intellectually stimulating environment.

Requirements

Bachelor’s degree in Human Resources, Business Administration, or a related field, or equivalent experience.
Minimum of three years of progressive experience in human resources and/or payroll functions.
Demonstrated experience processing complex HR/payroll transactions with a high level of accuracy and attention to detail.
Proven ability to resolve inquiries and manage competing priorities in high-volume, deadline-driven environments.
Strong interpersonal and communication skills, with the ability to communicate effectively verbally and in writing with a diverse audience.
Experience collaborating across multiple teams or departments, demonstrating sound judgment, diplomacy, and discretion.
Demonstrated ability to identify, analyze, and resolve complex HR/payroll issues, particularly in support of audit or compliance-related activities.
Commitment to fostering an inclusive, equitable, and respectful workplace.

Nice To Haves

At least five years of experience supporting human resources and payroll functions, ideally within a unionized or complex organizational structure.
Prior HR or payroll experience in a higher education or academic research setting.
Familiarity with University of Washington’s HR and payroll systems, policies, and procedures.
Experience working in Workday with multiple security roles, including HCM Initiate 2.
Demonstrated success supporting faculty and student appointments, including knowledge of visa processing, compensation structures, and academic HR policy.

Responsibilities

Manage and process the full lifecycle for all student hiring, including hourly Student Assistants, Academic Student Employees (RAs, TAs, GSAs, GRSAs), Fellowship Recipients, and other student hires.
Provide guidance on student employment, compensation, and tuition waivers.
Support student hiring managers by guiding them through the recruitment, hiring, and onboarding processes, including eligibility requirements and required training.
Issue employment offer letters to students and temporary staff in compliance with UW policies and UAW ASE union agreements.
Manage staff and U-temp hires by reviewing job descriptions, creating positions and requisitions in Workday, and collaborating with hiring managers and UW employment specialists.
Coordinate and monitor background checks for student employees and volunteers, tracking associated charges.
Maintain in-depth knowledge of school, university, state, and federal policies, and implement UW HR policies and procedures for departmental compliance.
Independently manage and utilize Workday for new, existing, and changing appointments, time reporting, HR approvals, and corrections.
Manage and monitor transactions such as TPI, TPS, incentive payments, FTE changes, and reduced responsibility entries.
Maintain current supervisory organizations for staff and students.
Analyze audit reports and take proactive measures to ensure proper business processes and data integrity.
Produce and utilize Workday reports for auditing and tracking payroll, compensation, and personnel actions.
Collaborate with the HR Director and team to improve HR/Payroll systems and processes.
Review payroll transactional processes, including inputs, time entry/corrections, absence entry/corrections, overpayments, retroactive payments, and payment adjustments.
Enter costing allocations for employees in coordination with finance and grants teams.
Ensure timely completion of Workday payroll transactions, perform regular audits, and communicate reminders to employees and supervisors.
Advise faculty and managers on visa rules and regulations, liaising with the International Scholars Office (ISO).
Assist with visa applications and related issues for faculty, postdoctoral scholars, foreign students, and visitors.
Field questions from applicants and faculty regarding visas and consult with the GME Office on visa matters.
Serve as backup to the HR Director and other HR Specialists, ensuring cross-training.
Serve as backup to AHR personnel for scheduling faculty search committee interviews and candidate travel.
Assist managers and volunteers with paperwork and time tracking, ensuring risk compliance.
Participate in campus-wide HR meetings.
Serve as the primary I-9 coordinator for the School of Pharmacy.
Manage special projects and other duties as assigned.