Req #: 231622
Department: OCEANOGRAPHY ... Job Location Detail: Hybrid Eligible (In office and Telework)
Posting Date: 03/05/2024
Closing Info: Closes On 03/19/2024
Salary: $3477 - $4299 per month
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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-classified-staff-20210208.pdf)
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.
This position will provide Payroll support in the School of Oceanography as well as assist with expense reimbursements and general operations duties.
DUTIES AND RESPONSIBILITIES
Payroll 40%
The administrative assistant is responsible for payroll activities that support the School of Oceanography in partnership with the Administrator. Though primarily focused on staff, the administrative assistant is expected to back up other employees for onboarding, costing allocations, payroll adjustments, job changes and terminations. The role calls for an individual who is highly sensitive, flexible, respectful, ethical, supportive, and discreet.
Work with other School staff in the payroll realm for standard tasks such as:
• Provide administrative assistance for the hiring process in UW HIRES and Workday.
• Enter payroll appointments, costing allocations, appointments and terminations.
• Make recruitment-related purchases on a UW-issued Procurement card and reconcile purchases.
• Submit paperwork for position descriptions, position changes, reclassifications and salary changes under the guidance of the Administrator.
• Onboard employees: track onboarding, I-9 completion, training and development opportunities, employee activity, and ensures employee compliance for any required trainings.
• Obtain payroll information from faculty, supervisors and the Administrator to meet payroll deadlines. Send out reminders to employees regarding payroll deadlines and track completion to meet the deadlines.
• Maintain School records and payroll spreadsheets.
• Run Workday reports and take necessary related actions: o Complete payroll audits, o Track position and costing allocation end dates; o Compile data for org-wide metrics and analyses; o Monitor expiring funding sources and follow-up with faculty members and supervisors; o Download reports from Workday to track appointment end dates, costing allocations and other payroll related issues; o Bimonthly pay period reporting and auditing.
• Respond to employee inquiries regarding: o Paychecks; o Policy and procedure for time and absence; o Troubleshoot issues viewing pay information; o Provide guides to change and update personal information when employee reaches out for how-to's.
• Timesheet entry and assistance.
• Resolution of payroll discrepancies; communicate issues to the Administrator and staff if necessary to process underpayments and overpayments.
• Process sick-leave buyout program, discretionary leave, staff awards and similar processes in Workday.
• Cleanup sup orgs and close positions as necessary.
• Collect and update telework and hybrid work arrangements.
• Maintain School records and payroll spreadsheets.
• Act as backup to other School staff in the payroll realm for payroll functions, such as faculty and student appointments and employee lifecycles.
Reimbursements 25%
The administrative assistant will input expense reports. This is a shared duty with other School staff.
• Ensure compliance with state and institution regulations and procedures.
• Allocate travel expenses to appropriate funding sources.
General Operations 25%
• Assist with calendar management for the Administrator, including scheduling meetings, appointments, conferences, interviews, retreats, and other team building meeting with staff.
• Schedule interviews and coordinate the onboarding program for new employees.
• Track small-dollar amount administration equipment.
• Maintain internal calendars with other staff.
• Assist with records retention, records requests, and reports and proposals for internal and external audiences.
• Serve as an essential member of the School’s central administrative team, attending team meetings, contributing to School’s policies and procedures, operational decision making, and serving as a peer resource for others.
• Coordinate with other members of the administrative team to ensure timely and appropriate responses to emails, walk-ins and phone calls.
• Assist with events such as ordering, set-up, take-down, and staffing.
• Actively identify process improvement opportunities, propose changes, and implement any subsequent actions.
Other duties and assignments, as needed 10%
Assist with special projects and reports as requested by the Administrator.
Minimum Requirements
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.
Additional Requirements
• Congenial attitude; willing to pitch in and be a team player.
• Discretion and professionalism.
• Demonstrated high degree of initiative-taking, problem solving capability, creativity, and capacity for innovative thinking.
• Demonstrated success in working with diverse populations. Microsoft Office suite experience with an emphasis on strong Word, Excel, and Outlook.
• Experience with Google Calendar and SharePoint.
• Proven capacity to effectively manage deadlines and ensure accuracy while pivoting quickly to emerging and/or urgent issues.
Desired Qualifications
• Knowledge of University of Washington policies and procedures.
• Ability to distill complex policy and procedure to faculty, staff, students, and other constituents.
• Working experience with Workday financial transactions, expense reports and spend authorizations; UW HIRES Workbench.
• Able to exercise the upmost discretion on highly confidential and sensitive employee information.
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
