COMPLIANCE AND COMMUNICATION SPECIALIST_

Req #: 237838Department: UW FACILITIES: PARTNER RESOURCESAppointing Department Web Address: w.edu/Job Location Detail: open to hybrid work schedule (combination in-office + remote)Posting Date: 08/14/2024Closing Info:Open Until FilledSalary: $7,000 - $8200 per monthShift: First ShiftNotes:As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (w.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_a11y.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.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 building 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 Facilities (UWF) manages the University’s buildings, infrastructure, and land, with over 1,100 employees in many fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability, and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy, Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, are the Business Intelligence & Information Technology group and the Finance & Administration group.Partner Resources (PR) comprises three strategic business units focused on providing world-class expertise and service to the largest organization on upper campus. **Human Resources and Labor Relations** assists UW Facilities departments in managing leave administration, employee performance, rewards and recognition, labor relations, UW and UW Facilities policies and procedures. **Payroll and Leave Management** manages the payroll administration for 1100 employees and provides strategic data to UW Facilities leaders to manage their payroll related costs. The UW Facilities **Training and Organizational Development** is housed in our state-of-the-art facility and the training staff develops employees to serve and preserve the university community.We have an outstanding opportunity for a **Compliance and Communication Specialist** .Under general direction of the Director of Partner Resources, independently provide strategic and analytical work to ensure that UWF complies with federal, state, university and organizational regulatory and legal obligations. This will require a full range of analytical and technical skills for strategic organizational planning with respect to representing UWF in response to multi-level records requests and implementation of communications. All duties are expected to be performed with respect to confidentiality, and reflect the mission, vision, and values of UW Facilities and Partner Resources.This position will annually manage and analyze approximately 150 records requests resulting in one million-plus pages for responsiveness before officially communicating with, and releasing to, external entities such as Office of Public Records, Labor Relations, Assistant Attorney General’s Office, Risk Services and internal and external University appointed legal counsel. This position is the single organizational representative and expert in the duties described below. The person in this position has been solely given the delegated authority to perform these critical duties by the Vice President of UW Facilities. This position must have an in-depth knowledge of the subject matter being requested in order to determine the best direction and result for each record.Additionally, this position also performs a critical and strategic role within the Partner Resources team, which in turn, oversees the largest group of employees (1100+) including 700+ contract classified staff on upper campus. The complexities and wide scope of organizational function requires a high level of judgement, skills and abilities. This is the only position in the organization that is considered an expert in the described duties and is the only position that performs these critical functions.**Primary Duties and ResponsibilitiesHuman Resources and Labor Relations**• Exercise independent judgment and decision-making skills to support adherence to UW Facilities and University policies and procedures, and federal and state regulations• Maintain the highest level of confidentiality on all employee and departmental related matters• Implement and complete complex projects and “best HR practices” as requested by the Partner Resources team• Assist in establishing and maintaining an HR compliance system to include but not limited to personnel record keeping, state, federal, and UW regulatory information• Provide data analysis and generate reports for employee statistics• Assist in updating and maintaining Partner Resources manuals, policies, and handbooks• Develop, modify and maintain various HR databases, records management systems and websites, including, but not limited to Training Management Software (TMS), and new hire and employee separation databases• Schedule multiple monthly UW Facilities New Employee Orientation sessions and coordinate attendance with UW Facilities supervisors• Produce and update new employee orientation packets for almost 240 new employees annually• Represent UWF organization on various UW Facilities and UW committees as needed• Maintain UWF monthly License Renewal database**Records and Information Requests**• Oversee and manage UWF records requests that are received from Labor Relations (LR) and the Office of Public Records (OPR), UW Assistant Attorney General’s Office (AGO), Risk Services (RS) and outside attorneys. This will encompass providing direction to UWF leadership to identify applicable records, sources and technical applications. The collection and analysis of this process averages 100,000 pages of records annually• Ensure open, responsive, and collaborative relationships with UW requesting organizations across campus (Campus HR Operations, Labor Relations, Office of Public Records, Risk Services, UW Assistant Attorney General)• Maintain SharePoint site to collect and transfer records between UWF and LR or OPR• Maintain UW I Drive electronic copies of all requests• Regularly meet with and analyze records LR and OPR• Maintain OPR and LR completion databases• Save PDF copies of all emails connected with each completed request**Training**• Engage in strategic planning of safety and other training classes and events• Partner with Training Center leadership to the administer complex scheduling process for 1100 employees resulting in 2500 classes and events annually• Administrator of the Training Management System (TMS)**Administrative**• Serve as the confidential and principal assistant to the Director and the Partner Resources team, using independent judgment and discretion, providing analytical and administrative support, establishing, and maintaining collaborative and cooperative relationships within and outside of the University community• Work with Director and Associate Director on annual budget planning, analysis of current and future purchases and expenses, participating in monthly budget reviews to determine or re-align financial direction of Partner Resources• Assist with management and preparation of a variety of correspondence, data analysis, reports and/or presentations; arrange and coordinate project and business planning; attend meetings and handle follow-up action items.• Attention to detail is critical and a high level or proof reading skills is required• Maintain Partner Resources web page including managing content (Drupal) and updating documents; improving web site functionality and esthetics• Provide technical support for daily office needs on Partner Resources computers, ability to administer DocuSigns, support Microsoft Office software (Outlook, Word, Excel, Visio, and PowerPoint), Microsoft Teams and, SharePoint, Mail Chimp, etc.• Provide administrative and hosting duties for UWF leadership meetings**Perform other duties as assignedCore Competencies**• Demonstrate personal integrity and trustworthiness• Manage stressful situations and change priorities effectively• Anticipate, recognize, and resolve problems• Be responsible and accountable for your time management and behavior• Use organizational skills and pay attention to details• Maintain a positive, optimistic, and success-oriented attitude• Exercise professionalism, which includes being tactful and courteous• Exhibit a professional work ethic• Continuously promote a safe work environment**Requirements include:**• Bachelor’s Degree and minimum four years of applicable experience• Attention to detail is critical and a high level of proofreading skills is required• Demonstrated ability to multitask, prioritize and manage competing and conflicting deadlines• Confidential and independent judgment is essential• Demonstrated ability to handle sensitive and confidential personnel and policy information with discretion• **Demonstrated advanced level computer skills, to include proficiency with Microsoft Office software (Outlook, Word, Excel, Visio, and PowerPoint), Microsoft Teams and SharePoint, Drupal, Mail Chimp, DocuSign and more• Experience with website content management**• Possess excellent organizational, verbal, and written communication skills, and experience coordinating and facilitating meetings• Possess successful experience working and interacting with high-level decision-makers, as well as a diverse staff and customers• Ability to positively impact customer service at all levels• Demonstrated flexibility and ability to work both independently, with a high degree of professional judgment and little direct supervision, and as part of a team with proven administrative and problem-solving skillsEquivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.**Desired:**• Experience in a Human Resources department with a large employee workforce and a large unionized environment**Conditions of Employment:**• Must be able to work in a non-smoking environment• Regular and predictable attendance is required• Ability to work in a hybrid work environmentApplication Process:**You will be asked to submit a cover letter AND your response (in a separate “Cover Letter Assessment” to the following (limited to 7900 characters):“We would like to know more about your experience with diversity, race and equity, and social justice. Please tell us about your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster diversity competence and understanding.”**The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, **Cover Letter** and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. **Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.**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.