HR Specialist

Job Description

The Department of Neurology has an outstanding opportunity for HR Staff Specialist to join their team.

About this Opportunity

Reporting to Human Resource Manager, the HR Staff Specialist is responsible for managing staff appointments, employment actions in a complex academic medical environment, provides human resource support to the Department of Neurology and serves as trusted HR partner to departmental leadership, supervisors, and staff.

This role requires the use of independent judgment, analysis, and discretion in effecting, executing, and administering personnel actions in accordance with University of Washington, School of Medicine, and departmental policies. The position regularly handles sensitive and confidential information and must demonstrate a high level of professionalism, diplomacy, and sound judgment when navigating complex or high-impact employment situations.

Additionally, this role partners closely with the HR Manager, the Academic HR and Payroll specialists to ensure the consistent application of HR compliance best practices and to maintain departmental compliance with university, state, and federal policies and regulations. This includes responsibility for systems, employment actions, classification, promotions, onboarding, compensation, and benefits. Thorough knowledge of HR policies, procedures, principles, and practices is essential, along with a demonstrated commitment to continuous learning and ongoing improvement to support organizational effectiveness.

• Independently manage the full lifecycle of staff appointments for all professional and classified staff, temporary employees, graduate and undergraduate students, and intern/volunteer appointments.
• Serve as the department’s subject matter expert on staff appointment types, employment classifications, and appointment structures across multiple employment categories.
• Initiate, manage, and audit HR and payroll transactions in Workday and Workday Recruitment including hires, reappointments, salary offers, FTE and compensation changes, funding updates, leaves, and separations.
• Manage and enter HR transactions in Workday and UW Hires, including salary offers, FTE and compensation changes, hires, terminations, and related actions.
• Draft offer letters for new hires aligned with appropriate appointment classifications and UW guidelines.
• Oversee all onboarding activities, including orientations, training reviews, SMART objective development, updates to internal HR policies, and communication through the department’s intranet.
• Administer the full 30/60/90-day review cycle for new employees, including timeline notifications, coordination with supervisors, and securing all required completion documentation.
• Coordinate all offboarding activities, including managing the exit interview process, retrieval of materials/equipment, and completion of required paperwork.
• Serve as a departmental resource on UW HR and Ethics policies, including compliance, compensation, leave administration, telework requirements, and disability accommodation processes.
• Develop and maintain documentation for hiring and termination workflows, ensuring clear procedural guidance.
• Provide hiring managers with best practices for interviewing, hiring, onboarding, and performance management in alignment with legal and UW policies.
• Conduct phone screens for central administrative roles, coordinate interview scheduling, and track evaluation feedback.
• Manage the annual professional staff merit process, including data analysis, letter drafting, and related communications.
• Ensure completion of I-9s within required federal timelines and maintain accurate records for staff credentials, badging, and contact information.
• Track HR activities using project management tools; maintain compliant files, databases, and spreadsheets in accordance with retention schedules.
• Maintain and update Standard Operating Procedures (SOPs) for HR and Faculty Affairs to document accurate processes, improve efficiency, and ensure compliance.
• Prepare weekly recruitment status reports for the Associate Director, VCFA, and hiring…