ACADEMIC ADMINISTRATIVE SPECIALIST (50% FTE)

ACADEMIC ADMINISTRATIVE SPECIALIST (50% FTE)

Req #: 188125 Department: UW BOTHELL: SCHOOL OF NURSING & HEALTH STUDIES Job Location: UW Bothell Posting Date: 03/08/2021 Closing Info: Open Until Filled Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. Shift: First Shift Notes: Although open until filled, priority application date is March 22, 2021.

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19. Click HERE for updates.

Work is ordinarily performed in an office environment but may be performed remotely depending on health and safety requirements under the COVID-19 pandemic. Located in the heart of the Puget Sound region, the University of Washington Bothell is one of the most dynamic public universities in the state of Washington. The campus is committed to increasing access to an excellent UW education and preparing students to be leaders throughout Washington and beyond.

UW Bothell provides students a participatory, cross-disciplinary experience grounded in hands-on learning, community-based research, close relationships with faculty as teachers and mentors, and the personalized support of staff who are dedicated to student success.

The campus offers more than 55 undergraduate and graduate degrees. Current enrollment is approximately 6,000 students. More than 90 percent of undergraduates are from Washington State, more than 40% are first-generation college attendees, and more than half are students of color.

The University values hiring faculty and staff who have demonstrated experience and ability to work successfully with diverse student populations and who can contribute to a campus culture that promotes equity among colleagues.

Diversity and inclusion are core values at UW Bothell. Our work begins with the acceptance and celebration of the differences that are represented through the many diverse and minoritized communities on our campus and in the surrounding community. We recognize that we are bound together in a collective experience and that our actions impact all in our community. When we focus on the lives of the most marginalized groups among us, we also create conditions of equity, justice and academic excellence for everyone.

The three priorities of the University’s current Strategic Plan - Increasing Access, Achieving Excellence are to: strengthen diversity and equity, enhance community and campus engagement, and advance cross-disciplinary teaching and scholarship.

In addition to having award winning faculty and staff, UW Bothell has been recognized for innovations in academic programming and support services designed to help students graduate on time and debt-free. It has also earned both recognition and awards for its work in the area of environmental sustainability.

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.

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.

UW Bothell has an outstanding opportunity for an Academic Administrative Specialist.

This is a new position within the School of Nursing and Health Studies (SNHS) that will execute academic personnel and grant needs. Working in a close partnership with OE/HR, the Academic Administrative Specialist will be responsible for executing part-time faculty processes meeting critical deadlines with professionalism and discretion. This includes, but is not limited to, hiring, new appointment processing, onboarding, reappointments, merit reviews, promotion and tenure, sabbaticals, and any attendant voting processes. This position will work closely with faculty and is also expected to oversee grant expenditure transactions, frequently in the hiring of personnel. In addition, this position will be responsible for coordinating student hires for office staff and faculty, and supervising and mentoring student employee(s).

Responsibilities:
Academic Administration:
This person will support Academic Part-Time faculty in the school.

1. Execute part-time faculty hiring processes ensuring compliance with UW AHR hiring guidelines and in collaboration with OE/HR:
• Creates and extends offer letters to faculty (includes Affiliates, Emeritus, and Part-Time Lecturers).
• Directs new faculty orientations and manages the on-boarding and off-boarding of faculty, including terminations.
• Compiles new appointment documentation including I-9.
• Maintains complex records in electronic faculty personnel files ensuring accreditation standards are met.

2. Manages and conducts data entry in Workday as an HCM2 initiate and I-9 coordinator, responsible for entering appointment and payroll information for SNHS faculty meeting critical deadlines, such as:
• Initiate new hires and reappointments.
• Track and enter FTE changes.
• Enter FMLA or other leaves.
• Enter costing allocations.
• Verify accuracy and completeness of central processes (hiatus, sabbatical, promotion, merit increases, etc.).
• Prepare and submit Period Activity Pay.

3. Creates and manages schedules, communications, and data tracking in order to execute SNHS academic processes, including:
• Recruitment, hiring, and appointment restrictions.
• Reviews (merit and third-year reviews).
• Reappointments (for full-time and part-time lecturers).
• Promotions (mandatory and non-mandatory).
• Goal & Objectives meetings (annual personnel meetings).
• Sabbatical eligibility.
• Separations & off-boarding.

4. Execute vital faculty personnel processes in coordination with SNHS administrator, SNHS Dean, Associate Dean, committee chairs, faculty members, and UWB OE/HR.

5. Partner with the SNHS Administrator on full-time faculty processing to ensure continuity of critical functions.

Faculty and Administrative Support:
• Support faculty with grant expenditures, primarily the hiring of personnel and budget management.
• Administer and track all faculty votes following faculty code and school guidelines.
• Instruct faculty in the use of Interfolio, WorkDay, Google folders, Canvas, and other tools as needed.
• Address dean and faculty queries in regard to academic employment-related questions.
• Manage new faculty on-boarding and departures, which may include faculty searches.
• Facilitate student hiring by SNHS faculty and staff.
• Recruit, hire, train, evaluate, manage performance, and supervise student workers year-round with AHR and event planning work.
• Function as School lead and liaison for management of electronic records retention and disposition in compliance with UW records retention policies, and AACN accreditation standards.

Planning & Collaboration:
• Collaborate with Schools and Administrative units across the University; collaborating with all UW Bothell Schools to attain best practices in AHR.
• Serve as AHR liaison with UWB OE/HR and UWS AHR.
• Will work closely with the administrator in SNHS ensuring continuity of critical business processes.
• Coordinate with SNHS academic services, to exchange information necessary to support students and faculty.
• Assess, identify, and implement process improvements and efficiencies.
• Contribute to SNHS strategic planning, maintaining efficiencies in administration.
• Assist with faculty event planning, such as the annual retreat. Other duties as assigned.

Minimum requirements:
• Bachelor’s Degree in Business, Communications, or other related fields.
• At least two years of experience supporting administrative processes.
• Demonstrated ability to work in and across complex organizational and administrative systems (e.g. for processing, tracking, and reporting)
• Ability to learn new systems and technology as required for the job.
• Well-developed interpersonal skills, including the ability to communicate effectively (both verbally and in writing); to listen to and respond to people from diverse backgrounds and at all levels; and to develop productive, ongoing working relationships.
• Strong organization and planning skills, with the ability to establish priorities and organize multi-level tasks.
• Ability to work independently and with discretion following human resources guidelines.
• Strong working knowledge of Microsoft Office 365 suite of programs including Outlook, Word, and Excel.
• Demonstrated commitment and interest in creating and contributing to an inclusive, diverse, and equitable workplace.

Salary and benefits are competitive. Salary is commensurate with qualifications and experience.

Desired:
• Knowledge of best practices in Diversity, Equity, and Inclusion, and fair hiring practices.
• Experience with modern HR and payroll systems, such as (or similar to) Workday, Interfolio, DocuSign.

Conditions of employment:
• This is an overtime-eligible professional position. This position is 50% FTE and will have a work schedule of 20 hours per week.
• A regular daily and weekly schedule will be established that coincides with the operating hours of SNHS (M-F, 7:00am- 5:00pm).
• Occasionally this position may require work outside of regular business hours in order to meet specific deadlines.
• This position could work remotely routinely in a hybrid format that allowed for some on campus relationship building with faculty and supervisor.

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 may include Work 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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .



Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .