HR Operations Specialist

Job Description

Position Summary

The School of Medicine (SoM) Human Resources team seeks a strategic, solutions-focused HR Operations Specialist (payroll title: Human Resources Department Manager/Administrator, grade?7) to serve as a professional-level advisor and operational leader. This position partners with department leadership, HR Business Partners, and campus stakeholders to design, interpret, and implement human resources policies and processes that ensure legal compliance, operational consistency, and strategic alignment with organizational goals.

Reporting to the Senior HR Business Partner, the HR Operations Specialist has delegated authority to interpret complex policy and contractual provisions, resolve high-impact HR matters, recommend and implement process improvements, and develop tools and training that advance the School's workforce objectives. This position requires substantial independent judgment, professional HR expertise, and the ability to influence and guide managers, faculty, and administrators in applying sound HR practices that mitigate institutional risk and improve employee engagement.

By leading process standardization, developing local procedures, and advising on HR policy application, the HR Operations Specialist frees other HR professionals to focus on broader workforce strategy. The role is integral to maintaining compliance with federal/state law, university policy, and labor agreements, while ensuring the School of Medicine maintains operational readiness across academic, research, and clinical functions.

Position Purpose

The HR Operations Specialist ensures the School of Medicine's HR operations support both strategic workforce objectives and compliance requirements. This position acts as the primary policy and practice advisor for staff HR matters, developing and enforcing local HR procedures, approving operational actions with delegated authority, and guiding managers through decision-making on complex HR situations.

The role advances institutional capacity by:

• Designing workflow and compliance frameworks for HR transactions and leave administration;

• Developing manager-facing tools, resources, and training;

• Advising on policy interpretation in situations with no clear precedent;

• Partnering with leadership to recommend organizational or policy changes that improve efficiency, compliance, and employee satisfaction.

Position Complexities

This position operates at the intersection of university policy, federal/state employment law, collective bargaining agreements, and School of Medicine priorities. Issues frequently require nuanced judgment, such as reconciling contract language with emerging operational needs, navigating multi-layer compliance obligations (e.g., FMLA, Washington paid leave, ADA accommodations), or implementing policy changes prompted by legislative updates or negotiations.

Decisions made by this position directly impact payroll accuracy, legal risk, and departmental operational continuity.

Position Dimensions and Impact to the University

As a key advisor and process architect, the HR Operations Specialist significantly influences operational integrity and workforce management across the School of Medicine. This includes:

• Designing and refining HR workflows that serve thousands of employees across multiple units

• Advising on complex HR scenarios to ensure accurate and compliant execution

• Creating policy-aligned resources that improve organizational communication and readiness

• Managing compliance in ways that protect the University from grievances, audit findings, and financial exposure

Duties and Responsibilities

40% Policy Advising & Decision Authority

• Serve as a primary HR policy and compliance advisor to School of Medicine departments and units, interpreting complex rules and contractual provisions.

• Using delegated authority, approve or deny HR actions based on legal compliance, operational impact, and workforce objectives.

• Independently assess a wide range of HR operational requests, ensuring each action complies with various levels of policies, labor contracts, and applicable employment laws.

• Partner with departmental and unit stakeholders to adjust HR requests to meet policy, recommend alternative options, communicate status updates, and provide expert guidance.

30% Program & Process Development

• Design and implement local HR programs, procedures, and training to improve compliance and operational efficiency.

• Develop and maintain manager-facing tools, process maps, and guidance documents that promote consistent, policy-aligned application of HR practices.

• Lead continuous improvement initiatives by analyzing data trends, identifying systemic issues, and implementing corrective measures.

20% Training & Stakeholder Engagement

• Create and deliver training for managers, HR staff, and departmental administrators on HR compliance, policy interpretation, and best practices.

• Facilitate workshops and "office hours" to address questions and coach stakeholders through complex transactions or policy changes.

• Promote inclusive practices and equitable program design in all HR operations.

10% Strategic HR Collaboration

• Collaborate with HR Business Partners on workforce planning, organizational restructuring, and policy changes.

• Participate in cross-unit committees and working groups to shape university-wide HR processes.

• Perform other duties as assigned in support of strategic HR goals.

Minimum Requirements

• Bachelor's degree in Human Resources, Business Administration, Public Administration, or related discipline.

• Two years of progressively responsible professional-level human resources experience, including policy interpretation and program development.

Additional Requirements

• Demonstrated ability to exercise discretion and independent judgment in resolving complex HR issues.

• Knowledge of federal and state employment laws and applying contract classified policies.

• Strong written/verbal communication and interpersonal skills with proven ability to engage diverse stakeholders.

• Experience in designing and delivering HR-related training.

Preferred Qualifications

• Experience in higher education or academic health system HR operations.

• Familiarity with Workday HCM or similar HRIS systems.

Compensation, Benefits and Position Details

Pay Range Minimum:

$59,736.00 annual

Pay Range Maximum:

$89,592.00 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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