HR Support Specialist

Job Description

The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here .

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 Tacoma (UWT) Human Resources (HR) has an outstanding opportunity for an HR Support Specialist.

The HR Support Specialist is an essential member of the Human Resources team managing various hiring and administrative processes, ensuring smooth operations, and serving as a primary point of contact for both new hires and employees exiting the organization. This role is crucial in establishing and maintaining best practices for the HR functions it manages, ensuring compliance with organizational policies, maintaining HR systems, and tracking key HR compliance metrics, especially regarding onboarding, offboarding, and records management.

UW Tacoma is a campus of the University of Washington, with seven schools and numerous departments and services supporting its academic, student and business operations, including Advancement, Finance, Campus Security and Facilities services. The UW Tacoma HR office supports student employees and classified and professional staff in all these units, many of whom are in positions covered by bargaining units. This position works closely with partners in central HR offices on the UW Seattle campus to balance the needs of UWT and UW simultaneously.

DUTIES & RESPONSIBILITIES

HR Operations Support (50%)

This role will independently manage and maintain the following programs in support of University of Washington Tacoma Human Resources:

• Staff and Student Hires: Partner with UWT hiring managers and administrators to ensure an effective and efficient hiring process for all staff and student positions; Be the lead and main point of contact for temporary staff and student hires submitted to UWT HR; Educate and advise hiring managers on hiring process best practices by designing, developing, leading, and participating in, trainings as necessary; Work with supervisors to initiate, extend or end temporary staff and student appointments.
• New Hire Administrative Onboarding: Oversee the administrative aspects of onboarding new hires, including setting up profiles in Workday, UWT systems, and organization of new staff orientations; Guide departments to ensure proper records management and documentation; Manage new hire data entry and ensure timely updates in Workday and UWT HR systems.
• Separation Administrative Offboarding: Oversee offboarding procedures for separating employees, including updating Workday and UWT systems, coordinating systems access deactivation, and managing the secure filing of offboarding documents; Collaborate with and advise units to ensure a smooth transition for departing employees.

Workday Administration, Data and Reporting (25%)

• Contribute to successful compensation actions through review of proposed compensation changes, confirmation and communication of approvals, and entry of compensation requests into Workday
• Ensure data accuracy for actions such as time entry and pay for UWT staff and student employees, and identify the appropriate Workday reports to initiate audits on a regular basis and review for corrections that may be needed; Support routine data requests from campus units and central HR; ensure data integrity in Workday.
• Educate employees and supervisors on time & absence best practices by designing, developing, leading, and participating in trainings as necessary.

Compliance and Budget (20%)

• Compliance Tracking: Manage and track compliance requirements related to HR processes, including onboarding, offboarding, background checks, required training courses, (Title IX, Hazing Prevention, hiring trainings, etc.) and I-9 verifications. Establish and/or maintain best practices for processes and suggest opportunities for improvement; Monitor expiration dates for key compliance documentation (e.g., I-9s, telework agreements) and ensure timely renewals; Generate and maintain reports to monitor compliance metrics and address gaps proactively.
• Primary I-9 Coordinator: Serve as the primary contact for units that need assistance completing and verifying I-9 forms for new hires; Schedule and manage I-9 appointments while coordinating with other team members who may assist with completion; Ensure compliance with all federal, state, and organizational I-9 requirements.
• Background Check and ProCard Reconciliation: Administer background check processes, ensuring all required checks are completed accurately and on time; Handle ProCard reconciliation related to HR activities, verifying transactions, and maintaining accurate financial records.
  
  

Teamwork (5%)

• Collaborate with the UWT HR and Finance & Administration (F&A) teams to improve processes and enhance service; Work in partnership with HR colleagues in meeting deadlines; Support, coordinate, and lead special projects or assignments as needed.

Skills and Competencies:

• Strong attention to detail and organizational skills.
• Ability to adapt to changing business needs, conditions, and work responsibilities.
• Excellent communication, interpersonal abilities, and client service skills.
• Ability to manage multiple priorities and handle sensitive information with confidentiality.

Application Requirement

This recruitment requires a cover letter. Your application will not be considered unless you attach a cover letter.

MINIMUM REQUIREMENTS

• Bachelor’s degree and two years of HR and/or administrative experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

• Knowledge of federal and state HR regulations and best practices.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

DESIRED QUALIFICATIONS

• Proficiency with HRIS systems (e.g., Workday) and general HR administrative tasks.
• Familiarity with compliance requirements for I-9 and background checks.

WORKING ENVIRONMENTAL CONDITIONS

• This role typically operates in a professional office environment with hybrid opportunities for remote work. The HR Support Specialist will need to interact with various departments and manage multiple tasks.

Compensation, Benefits and Position Details

Pay Range Minimum:

$59,736.00 annual

Pay Range Maximum:

$68,400.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .

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

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 .