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ACADEMIC HR MANAGER
University of Washington in Seattle, Washington
 
 
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Date Posted 05/18/2022
Category
Admin-Academic Advising
Employment Type
Application Deadline Open until filled
 
 
 
 
 
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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. \n

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. \n

The Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow’s innovators, conducts cutting-edge research in the core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for the excellence and impact of our research and teaching across the region and around the globe. As a leader in efforts to broaden participation in computing, we are committed to advancing diversity, equity, and inclusion in our program and in our field. Members of the Allen School actively work to cultivate a welcoming community in which students, faculty, and staff with diverse backgrounds, identities, and experiences can thrive. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.\n

The Allen School is seeking outstanding candidates for the position of Academic Human Resources Manager.

The Allen School is seeking a collaborative and collegial partner to work with our 4-member Human Resources & Payroll team.  Reporting to the Assistant Director of Human Resources, the full-time Academic Human Resources Manager is responsible for employment life-cycle management for the school’s postdoctoral scholars and short-term instructional and visiting faculty, and visa administration for all faculty, academic personnel, visitors, and foreign-national students visiting through VISIT/VISER programs.  The successful candidate must have broad Human Resources knowledge, strong interpersonal skills, exceptional communication skills, strong proficiency with systems and software, excellent organizational skills, ability to exercise discretion and good judgement, and value diversity.  The Allen School offers training, cross-training, and opportunities for growth.  Our staff and faculty provide a collegial work environment that encourages collaboration, as well as individual growth and development, to support the mission of the School.\n

RESPONSIBILITIES

The Academic HR Manager will manage and oversee the administration of life-cycle employment actions for approximately 30 postdoctoral scholars and 40 short-term instructors every year, along with approximately 30 visas for academic personnel and student visitors per year. The person in this position will develop, establish, and improve efficient and accurate approaches to handling this high-volume and complex work with precision. They will draw upon their strong project management skills, exceptional attention to detail, and personal initiative to solve problems and meet important deadlines in an environment of competing priorities. The Academic HR Manager will bring a Diversity, Equity, Inclusion, and Access (DEIA) lens to all that they do to help foster an inclusive and equitable workplace in the Allen School.\n

Recruitment, Hiring, Onboarding (40%)
• Serve as an Academic HR subject matter expert providing advice and direction to faculty supervisors and school leadership regarding requirements, policies, and procedures for hiring and appointing postdoctoral scholars, short-term instructors, and academic and student visitors. Collaborate closely with the school’s Associate Director for Education and Director of Finance & Administration on academic year and summer faculty appointments.
• Manage the hiring and academic appointment process for postdoctoral scholars, short-term instructors and visitors, including advising faculty supervisors on appointment types and compensation, and administering recruitments, if applicable. Advise on job ad language and placement to encourage applications from a broad and talented applicant pool.
• Ensure recruitments and hires comply with University policies and procedures and all employment laws and regulations, and follow the school and University’s DEIA best practices.
• Advise supervisors on appropriate compensation. Compose offer letters on behalf of the school’s Director with language that reflects applicable bargaining agreement details and accurate position expectations and terms.
• Obtain all required documentation for new hires and courtesy appointments and submit appointment packages for approval in Workday by the school, college, and Academic HR.
• Obtain all required documentation for student research visitors (VISIT and VISER programs) and submit application packages for approval to the VISIT/VISER offices.
• Maintain communication with employees, visitors, supervisors, and central UW administrative offices as necessary about new hires and appointments, and research and resolve problems if and when they arise.
• Facilitate the onboarding process for these academic personnel and visitors, coordinating with internal offices to ensure a smooth transition to working at or visiting the Allen School.\n

Employee/Visitor Experience Management and Offboarding (25%)
• Serve as the primary administrative resource for postdoctoral scholars and short-term faculty and visitors while at the Allen School.
• Research and consult on school and University requirements, policies and procedures and how those affect short-term academic employment or visits. Strategize with faculty supervisors and academic personnel or visitors to seek compliant and creative solutions to complications if and when they arise. Coordinate with school and campus services to provide access to available resources.
• Manage all Workday employment life-cycle actions and documentation for these academic personnel and visitors, including but not limited to reappointments, compensation changes, other payments, leaves of absence, and separations. Ensure accurate entry and timely approval, communicating status updates and independently resolving problems as needed.
• Advise on all policies and procedures related to miscellaneous support needs for postdoctoral scholars, e.g., employment letters, Outside Work Requests, Teaching Requests, and Out of Country Work Requests, and assist scholars with documentation as needed.
• Maintain attentive oversight of all appointment end dates and proactively advise employees or visitors and supervisors to plan for appropriate action to continue or end their association with the Allen School.
• Oversee offboarding process for these employees and visitors, coordinating with other school personnel around separation from the Allen School.\n

Visa Administration (30%):
• Independently manage UW visa sponsorship processes for all eligible foreign nationals in the school, including multi-year and short-term faculty, postdoctoral scholars, and visitors so new visas and extensions are secured correctly and on time.
• Serve as primary expert on visa types, rules, documentation, and processes, maintaining up-to-date knowledge to counsel foreign nationals and their supervisors on available visa options, primarily J-1, H1-B, and F-1 OPT. Anticipate extended timeframes or other challenges and advise all parties accordingly.
• Obtain all required documentation for visa applications and extensions and submit application packages for processing and approval by the UW International Scholars Operations (ISO) office.
• For employees on F-1 OPT programs sponsored by their degree-granting institution, provide employer information needed to apply for STEM OPT extensions, review Training Plan, and facilitate Director approval.
• Proactively communicate with employees, visitors, supervisors/sponsors and central offices as necessary about each visa action, researching and resolving problems if and when they arise.
• Partner with the ISO, VISIT/VISER, and Dean’s Office throughout visa application or extension processes. Foster excellent working relationships with these offices.
• Maintain attentive oversight of all visa end dates and proactively advise employees or visitors and supervisor and plan for appropriate action to continue their employment or visitor eligibility. Initiate extensions and facilitate approval.\n

School HR Activities (5%):
• Participate in school HR team activities and college and University level HR meetings and trainings.
• Contribute to the HR team by conducting required pre- and at-hire activities for other employees as needed.
• Contribute to on-going workflow assessment and improvements for school HR processes and procedures.
• Provide back-up HR support to the Assistant to the Director and Staff HR Manager when needed.
• Manage annual Taulbee survey and reporting for the Allen School.
• Other duties as assigned.\n

REQUIREMENTS

• Bachelor’s degree in a related field.
• Two or more years of increasingly responsible Human Resources management experience.
• Demonstrated knowledge of multiple HR functional areas and competencies, including recruitment, onboarding, compensation, diversity and inclusion, retention and performance, visas, and employment law.
• Strong interpersonal skills and ability to build and maintain effective, collaborative working relationships across the school, college, and University.
• Exceptional ability to communicate effectively orally and in writing with varied individuals inside and outside an organization, and to research, analyze, and communicate complicated and evolving policies and procedures to provide actionable advice.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Strong proficiency with an HRIS system, e.g., Workday, and Word, Excel, email, data management and analysis, and web-based research, and ability to learn new software as necessary to do the job.
• Highly capable of working independently, self-organizing, meeting deadlines and multi-tasking with exceptional reliability, attention to detail, and accuracy.
• Ability to exercise discretion, maintain confidentiality, demonstrate good judgment, and build trust.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.\n

DESIRED

• Human resources experience in higher education institutions.
• PHR or SHRM certification\n

CONDITIONS

The Paul G. Allen School of Computer Science & Engineering strives to offer a healthy work-life balance for its employees, recognizing that employees are multifaceted individuals who do their best work when they have this balance. The impact that HR work has on others’ lives and livelihoods necessitates that, at times, the person in this position will need to have flexibility to work more than their normal hours to effectively complete timeline-driven projects and meet critical deadlines. Hybrid telework is currently an available option for UW employees, and is utilized by many in the Allen School.\n

Application Process:

The application process for UW positions 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 Workforce 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 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.


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