HR Assistant Senior

Job Description

The College of Engineering, Shared HR Services Team has an outstanding opportunity for HR Assistant Senior to join their team.

About this Opportunity

The College of Engineering (CoE) is seeking a detail-oriented and proactive HR Assistant Senior to join the Shared Engineering Payroll and Recruiting (SEPR) team. SEPR is the College’s centralized HR shared service, providing consistent, efficient, and compliant payroll and human resources support across multiple academic and non-academic units. The team was established to streamline transactional HR processes, reduce administrative burden within departments, and deliver specialized expertise across staff, student, and academic employee populations.

The HR Assistant Senior provides high-quality transactional support to faculty, staff, and student employees across assigned units. This role is responsible for managing a wide range of Workday payroll and HR processes, including student hiring, onboarding (I-9 verification), time and absence tracking, and costing allocations. The College of Engineering includes 10 academic departments and multiple interdisciplinary and non-academic units. This position supports a portfolio of units by processing payroll and HR transactions and ensuring consistent, reliable service delivery within the shared services model.

A key responsibility of this role includes managing the quarterly Academic Student Employee (ASE) appointment cycle, which involves issuing approximately 400 offer letters per quarter, processing Workday transactions, and coordinating tuition, benefits, and funding within the student system. The HR Assistant Senior also serves as the first point of contact for student inquiries, providing timely and accurate guidance to ensure a positive service experience.

This position serves as a key resource to faculty, department leadership, and students by providing expertise on payroll processes and Workday transactions. On-site presence is required at least three days per week to support I-9 and SSN/ITIN verification activities.

Key Responsibilities

Workday Processing (40%)

• Provide comprehensive Workday transactional support across multiple CoE units in partnership with administrators, CoE HR, and central HR offices
• Process student hiring, compensation updates, FTE changes, costing allocations, and time and absence transactions
• Manage Workday business processes and ensure timely, accurate completion
• Maintain and update costing allocations; proactively partner with grant managers to resolve discrepancies
• Serve as a subject matter expert for Workday Time and Absence; provide guidance and troubleshooting support
• Generate and analyze reports for auditing, reconciliation, and data tracking (e.g., timesheets, costing allocations, end dates)
• Review and process onboarding documentation, including I-9 verification, E-Verify, and background checks
• Identify and resolve payroll discrepancies, including overpayments and underpayments, in coordination with Employee Workday Help (EWH)
• Ensure compliance with UW policies, union contracts, and departmental best practices

ASE Appointments & Student Funding (40%)

• Manage high-volume ASE appointment processes for graduate and undergraduate students across multiple units
• Process 400+ appointments and prepare corresponding offer letters each quarter with a high level of accuracy
• Advise faculty and administrators on appointment types, eligibility, and compliance requirements
• Serve as the primary point of contact for student inquiries, ensuring responses within 24 hours
• Coordinate with academic units to process scholarship and fellowship disbursements for 150+ students per quarter
• Compile and distribute appointment data and reports to stakeholders
• Provide guidance to students on benefits, including GAIP, tuition waivers, and ISHIP

Additional Responsibilities (20%)

• Manage the SEPR shared inbox, ensuring timely responses and appropriate routing of inquiries
• Provide backup support for HR Specialist functions as needed
• Participate in ongoing training and professional development (e.g., Workday HCM Community)
• Deliver high-quality, customer-focused service through effective communication and collaboration

Required Qualifications

• To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Three years of office/clerical experience.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Preferred Qualifications

• Office experience preferably in an HR environment
• Experience with Workday or another HRIS
• Strong data analysis and reporting skills
• Excellent written and verbal communication skills
• Demonstrated ability to manage high-volume, detail-oriented work
• Experience in a higher education environment
• Experience with ticketing or case management systems

Working Conditions

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,448.00 annual

Pay Range Maximum:

$63,468.00 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:

SEIU Local 925 Nonsupervisory

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 [email protected]. 

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.