ACADEMIC ADMINISTRATIVE SPECIALIST

ACADEMIC ADMINISTRATIVE SPECIALIST

Req #: 204704 Department: UW BOTHELL: STEM Job Location: Bothell Campus Job Location Detail: Hybrid Eligible Posting Date: 03/22/2022 Closing Info: Open Until Filled Salary: Salary is commensurate with experience and education Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

Priority will be given to applications received by April 30th, 2022 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.

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.

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

RESPONSIBILITIES:

ACADEMIC HUMAN RESOURCE ADMINISTRATION

Supervise and oversee schedules, communications, and data tracking in order to execute all STEM AHR process, including:
• Recruitment, hiring, and appointments
• Goal & Objectives meetings (annual personnel meetings)
• Reviews (merit and third-year reviews)
• Reappointments (for full-time and part-time lecturers)
• Promotions (mandatory and non-mandatory)
• Sabbatical eligibility
• Separation & off-boarding

Coordinate timely communication and action on vital faculty personnel processes with campus and central HR offices, the STEM Dean and Program Support Supervisor, Division Chairs, Promotion Committees and chairs, external reviewers, and faculty members. Initiate faculty appointments and reappointments for all STEM faculty:
• Draft offer letters for internal review and approval prior to sending to candidates via DocuSign
• Initiate appointment approval memos for routing in DocuSign

Serve as HCM2 initiate in WorkDay, responsible for entering all appointment and payroll information for STEM faculty, 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

Serve as the resident expert in Interfolio, responsible for creating and managing job postings, as well as cases for P&T, reappointment, and other reviews for STEM faculty. Post job ads to external sites identified by search committee chairs and STEM Dean, and applicable sites internal through UW. Supervise current Program Support staff in the School

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. Assess, identify, and implement process improvements and efficiencies. Contribute to STEM strategic planning, maintaining efficiencies in administration. Coordinate with the STEM Administrator for processes connecting personnel and payroll functions and assigning budgets Assist in development and implementation of onboarding support for new UWB faculty Other duties as assigned.

MINIMUM REQUIREMENTS:

• Bachelor's Degree in Business, Communications, or other related field .
• At least two years of experience supporting administrative processes.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

• 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 as well as in a highly collaborative environment.
• Strong working knowledge of Microsoft Office 365 suite of programs including Outlook, Word, Excel, Access, PowerPoint, Teams, and SharePoint.
• Demonstrated commitment and interest in creating and contributing to an inclusive, diverse, and equitable workplace, aligned with the School of STEM Mission, Vision, and Values.

DESIRED:

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

WORKING CONDITIONS:

This is an overtime-exempt professional position. A regular daily and weekly schedule will be established that coincides with the operating and office hours of STEM (M-F, 8:30am- 4:30pm) and will have an assigned work space within the STEM Administration and Dean’s office suite (DISC 452). This position may require work outside of regular business hours in order to meet specific deadlines.

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 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 .

COVID-19 VACCINATION REQUIREMENT

Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.