Senior HR Assistant for Staff HR

University of Washington•Seattle, WA

2d•Hybrid

About The Position

Under the general supervision of the Associate Director for Staff Employment & Compensation, the Senior HR Assistant provides specialized technical and human resources administrative support to the Information School’s Staff Human Resources department with confidential staff personnel functions for approximately 120 staff and student employees. This position supports the recruitment, hiring, HR onboarding, and payroll processes for classified and professional staff positions; and manages the recruitment, hiring, and onboarding for student assistant appointments. Success in this role requires strong customer service, a keen attention to detail, and the ability to efficiently manage multiple workstreams happening simultaneously. The Staff HR department is responsible for the successful hiring, onboarding, and development of approximately 100 staff positions and 40 student assistant positions. The Staff HR team collaborates and engages with the other iSchool human resources team – Faculty HR and Academics HR – as part of the overall iSchool Human Resources Network. In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

Requirements

Three years of office/clerical experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Demonstrated high proficiency in Microsoft Office suite and Google suite.
Demonstrated success in working with diverse populations.
Must have excellent communication skills, both written and oral.
Demonstrated ability to organize and prioritize multiple tasks and concurrent workstreams.
Must be detail oriented and work effectively under the pressure of deadlines.
Demonstrated ability to work independently and as part of a team.

Nice To Haves

Bachelor’s degree in Human Resources, Psychology, Organizational Development, or similar.
Experience with applicant tracking systems (ATS).
Prior experience using Trello, SharePoint, and Workday.
Knowledge of Federal and Washington State employment law.

Responsibilities

Staff Recruitment and Onboarding Assistance (50%) Coordinate end-to-end recruitment and onboarding processes for classified and professional staff positions, including timeline management, applicant correspondence, and support for hiring managers and selection committees.
Support development of recruitment materials (selection criteria, interview questions) and facilitation of kick-off meetings, panel prep and wrap-up meetings, and reference checks.
Schedule phone and panel interviews for multiple concurrent recruitment processes.
Create and manage internal SharePoint sites and folders for recruitments and onboarding; coordinate site permissions with IT.
Collaborate with Communications team to promote position opportunities and update the iSchool directory with new hire information.
Ensure proper documentation, file management, and record retention for all selection and hiring processes (candidate disposition, selection folders, interview notes, employee files).
Facilitate new hire onboarding activities, including pre-boarding communication, I-9 verification, and HR Welcome presentations.
Identify propose, and participate in process improvements, resource development and refinement, and customer service enhancements.
May facilitate trainings for hiring managers and selection committees on Staff HR policies and procedures.
Utilize technical resources to retrieve information and generate reports as needed.
Student Assistant Recruitment and Onboarding (25%) Manage end-to-end recruitment, hiring, and onboarding processes for student assistant appointments, ensuring compliance with timelines, policies, and documentation requirements.
Partner with hiring managers to develop job descriptions and obtain approvals for new roles; post positions in Interfolio, Handshake, and other platforms.
Determine pay rates and candidate eligibility; serve as primary contact for student questions regarding compensation and hiring details.
Coordinate with other UW departments for students with multi-unit appointments.
Prepare and send all candidate communications, including selection outcomes, offer letters, and termination letters.
Execute all Workday actions for student employee lifecycle: hiring, extensions, terminations, and costing allocations.
Process new hire paperwork in accordance with Federal and University regulations.
Maintain data integrity through audits of student assignments, management of on/off-boarding dashboard, and record retention compliance.
Staff HR Support (10%) Monitor shared HR inboxes daily and respond to or route requests accordingly and in a timely manner.
Assist in general updates and clean-up efforts for the Staff HR SharePoint site.
Support overall employee record maintenance, position management, and HR records retention.
May assist in the selection, training, onboarding of an HR Student Assistant; may assist in directing the work of the Student Assistant and/or delegating appropriate tasks to them in support of Staff HR workstreams.
Payroll and Compensation (5%) Conduct twice-monthly (and as needed) payroll audits for all staff and student assistants, ensuring completeness and accuracy.
Reconcile various payroll reports, investigate discrepancies, and resolve necessary inaccuracies through communication with employees and supervisors.
Enter, monitor, and update costing allocations for all student and staff positions.
Enter payroll accounting adjustments, position and compensation extensions, and excess compensation transactions in Workday.
Additional Responsibilities (10%) Attend and participate in team, committee, workgroup, iSchool, and/or University meetings to contribute to effective communication and collaboration.
Participate in and support team, iSchool, and University events, initiatives, and activities as needed.
Engage in ongoing professional development opportunities to remain current on industry standards, emerging trends, and technological advancements.
Assist with special projects and perform other duties as assigned.