Hr Staff Specialist Jobs

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The Department of Surgery has an outstanding opportunity for an HR Staff Specialist to join a high-functioning HR Team.
POSITION PURPOSE
They will join the 2.5 member staff HR team that includes: 1.0 HR Manager of Operations; 1.0 HR Specialist & .5 FTE Assistant Director for Faculty & Staff HR. HR services in the Department of Surgery are centralized and the team acts on behalf of the department for all HR activities. This 1.0 FTE position directly reports to HR’s Program Operations Specialist, with a strongly matrixed relationship to the HR Assistant Director. The team consults with department management on staffing and compensation issues; makes recommendations to ensure equity; and ensure compliance in all aspects of HR. We design and implement systems for improvement of our processes, including revamping hiring practices to ensure they are more equitable and diversified. We train managers and staff in many areas; an example is conducting staff evaluations. The specialist in this position will be involved with all aspects of departmental HR activities, while assuming lead on identified HR projects. Core responsibilities for this position are in three categories:

HR Operational Responsibilities = 40%

Data Management: Implementation Tracking & Maintenance = 30%

HR Projects & Special Assignments =30%

The Department of Surgery is a large department within the School of Medicine with 103 full-time clinical and research faculty members, 82 residents, 33 fellows and visiting scientists, and 113 affiliated clinical faculty members. Our complement of staff including regular, non-permanent, student (undergrad and graduate) employees fluctuate between 135-140, with approximately 60% of the positions in Administration and 40% in Research Staff. Staff HR is a centralized service within the department guaranteeing great variety in the work we do.
How this Position Contributes:
The complexities of HR management have grown substantially over the past 3-5 years. The introduction of Workday, the changing HR rules and regulations during and following COVID-19 as well as multiple changes to implement state and federal regulations have made HR administratively labor intensive. To properly run a large HR function, we need team members that are facile with technical programs (i.e., Workday, UW Connect and others), can work with great precision on tight timelines, can move from technical to addressing human issues, and are great communicators to all our customers. A high level of EQ and customer service is required to be successful.
Strong HR functions are essential to a successful university and to the department. Our people are our strongest asset, a common motto, but true. To ensure our people are our strongest asset, we need robust department HR functions. HR can either be a “resource” for a department or a substantial bottleneck. This position will increase HR’s ability to be an effective resource. Our team believes that HR is much more than “box-ticking” – though compliance and running things by the rules is important; but it is taking each person in our department and doing our utmost to ensure a successful and growing experience.
We strive for systems that will inform us and our customers; we offer programs to ensure growth (e.g., Promotions Pathways – our own internal program), fairness and transparency with pay practices, and creativity to keep individuals engaged and happy. We do not do this alone; line supervisors and our whole administrative team have their own parts to play; but HR provides leadership over many of these areas. We look for team members who exhibit the ability to take HR to the next level. This position is no exception.
HR is central in meeting OUR COMMITMENT TO EQUITY, DIVERSITY, AND INCLUSION
The Department of Surgery strives to dismantle systemic racism, eliminate healthcare disparities, and promote health equity in our work. Racism and intolerance have no place in our community. We celebrate our multitude of intersecting identities and commit to the ongoing effort of creating an inclusive and supportive workplace climate.
All staff in the Department of Surgery are asked to demonstrate and develop the following core competencies:

Quality Focus: strives to deliver the best possible service and results, and continuously seeks opportunities for improvement.

o Key attributes: accuracy, customer service, continuous improvement, problem solving, and self-development

Planning & Organization: completes work in a timely, efficient, and resourceful manner

o Key attributes: priority setting, efficiency, resourcefulness, adaptability and flexibility, organizational awareness, and initiative

Teamwork & Relationship Building: builds and fosters positive working relationships with others to achieve shared objectives.

o Key attributes: collaboration, communication, emotional intelligence, recognition, and accountability & integrity

Equity, Diversity, and Inclusion: values and honors diverse experiences and perspectives, strives to create welcoming and respectful work environments including dismantling structures of oppression, promotes and contributes to a culture of access, opportunity, and justice.

o Key attributes: respect, cultural humility, inclusiveness, advocacy, and commitment
DUTIES AND RESPONSIBILITIES
HR Operational Responsibilities 40%
Workday Operational Duties:

This position will have several assigned security roles in Workday to allow performance of multiple activities. They will hold the role of HCM Initiate 1 & 2; Costing Allocations Coordinator; Time & Absence Initiate; I-9 Coordinator; and UW Hires Hiring Manager. They will be or become facile with inputting position requests, compensation changes, leave and other personnel actions. Manage own portfolio of HR issue tickets in IT Connect.

Recruitment Activities:

Work with Assistant Director to write job descriptions as assigned.

Work with Total Talent Management (recruitment) to receive and distribute candidate information.

Ensure compliance with recruitment documents and dispositioning candidates.

Responsible for on-boarding documents; ensuring compliance for training requirements.

Staff Evaluations:

Manage annual staff evaluations process

Set timeline; establish procedures for the year.

Ensure tool is updated, and/or revised as necessary, including advising on new platforms for collection.

Send out reviews and manage questions and collections.

Manage returns; ensuring reviews are returned, reviewed by HR and have proper disposition.

Data Management: Implementation Tracking & Maintenance = 30%

Ensure all personnel files are set up, organized and maintained.

Manage internal tracking systems (Teams Cards and other systems).

Initiate and implement process improvements for internal HR systems.

Ensure instructions are created for data management systems; set up and maintenance.

Plan and execute trainings on our systems with customers as necessary.

HR Projects & Special Assignments = 30%

Create and manage Standard Operating Procedure (SOP) manual for all parts of HR operations.

With Assistant Director and team, work on HR policies as needed.

Manage the Teams Tools and Tips page: Review and revise job description templates and ensure tools and tips for managers are updated and made easily available to all our customers.

Keep appointment letters updated and create new templates as necessary (e.g., student and others).

Bring ideas for improvement of our systems, work on creation and implementation.

Help produce and/or curate trainings for various topics in HR, making them easily accessible to the customers in our department.

Serve on Employee Recognition Committee as HR representative.

MINIMUM REQUIREMENTS

BA in Business, HR Management, or other applicable degrees

1-2 years’ experience working in an HR or other administrative capacity.

Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Candidates of non-traditional educational or experiential backgrounds are invited to apply. Please address applicability of education, experience in your resume or cover letter.
ADDITIONAL REQUIREMENTS

Excellent time management and ability to meet deadlines.

Must work well with a small team; ability and willingness to step in to assist with HR activities when other team members are out.

Ability to put complex information into easily understandable formats for our customers.

Interested and engaged in HR activities for the long-term.

Ability to create confidence and safety in our HR processes and systems.

DESIRED QUALIFICATIONS

Previous experience with Workday HRP

Data management skills on various platforms

Telework available 3- 4 days per week
Application Process:
As a part of your application process, we ask that you provide a statement demonstrating your experience with or commitment to Equity, Diversity & Inclusion (EDI). The following may be used as a guide in helping you to prepare your statement:
1. Define what your values are as they relate to your understanding of the terms Equity, Diversity & Inclusion.
2. Describe your past and/or present experience with EDI (workplace, volunteer or other experience of significance).
3. What EDI implementations or efforts would help create a healthy and safe work environment for you?
4. How would you contribute to promoting EDI efforts/initiatives in the workplace?
Please make your statement part of your cover letter or resume and please limit the word count to 300-400 words.
We hope you will apply and please learn more about our department, values, and core competencies at https://uwsurgery.org/about/staff/