Personnel Specialist

Washington State University
Seattle, WA

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details


1138-YN - Coordinator

Business Title:

Personnel Specialist

Additional Titles:



Employee Type:

Admin. Professional

Job Family:

Administrative Professional - OT Eligible

Position Details:

Summary of Duties:

Reporting to the Associate Director of the Institute for Research and Education to Advance Community Health (IREACH), the primary responsibility of the Personnel Specialist is to manage the administration of personnel functions for all of IREACH’s faculty, staff and temporary hourly employees independently or in collaboration with the WSU Human Resource Services, Elson S. Floyd College of Medicine and other academic units.

Duties include coordinating recruitment, appointments, letters, developing position descriptions, searches, reviews and evaluations, onboarding, advising employees and managers regarding recruitment processes, employee recognition, and problem-solving. Provide direct service and counsel on staff and faculty personnel questions. Serve as departmental contact for central HR resource departments such WSU Human Resource Services, Disability Services, Benefits, Payroll, and Employee Records. Collaborates with Associate Director and IREACH leadership in the development of organizational and professional development programs. Serves as a member of, and manages staff and faculty professional development programming, related to Justice, Equity, Diversity and Inclusion.


Recruiting and Hiring - 60%

  • Coordinate the end-to-end recruitment and new hire processes for IREACH. Work with Associate Director, IREACH leadership, and HRS to assess and develop staff and position recruitment and hiring plans.
  • Lead the development and implementation of recruitment and retention policies and procedures for faculty and Staff for IREACH. Advise on policy related to all aspects of the hiring process for Civil Service, Administrative Professional (AP), and Faculty positions.
  • Research, direct, and implement “best practices” in recruitment, on-boarding, professional development, and retention programs for IREACH using the Washington Administrative Code, the AP and Faculty Handbooks, and the Business Policies and Procedures Manual. Provide recruitment and search expertise for Civil Service, AP, and Faculty positions of WSUS Spokane. Serve as a hiring manager and provide support to campus colleges/departments as needed.
  • Collaborates with Elson S. Floyd College of Medicine and other college and department chairs and personnel staff to manage the recruitment, hiring, evaluation and retention process for IREACH faculty. Research and recommend new advertising venues for effective recruitments. Develop strategies for broadening and diversifying search pools. Monitor and develop reports on the effectiveness of advertisements and recruitment campaigns.
  • Approve search correspondence, acknowledgments, advertising verbiage, advertisement payment process, evaluation documents, interview questions and reference questions. Direct placement of advertisements that are not handled through Central Human Resource Services (HRS) automatically.
  • Coordinate recruitment and new hires process in OPDRS and Workday.
  • Reviews applicants, organizes search committees, schedules interviews and conducts or participates in interviews, as requested. Oversee search committees, monitor search processes, and communicate with central HRS to ensure that searches are consistent with WSU policies and procedures. Ensure Workday recruitment processes are followed. Request background checks. Collect and maintain recruitment files in accordance with university policy.
  • Collaborates with IREACH leadership, the Associate Director, Hiring Managers, and Human Resource Services (HRS) to identify staffing needs and write, clear, concise position descriptions, competencies, and performance metrics.
  • Coordinate recruitment of candidates in collaboration with search committees. Submit position descriptions in the Online Position Description and Recruitment System.
  • Possesses and maintains current knowledge of Washington State University human resource policies and procedures and local, state, and federal employment laws and regulations governing recruiting and hiring.
  • Provides regular updates to the Associate Director regarding the status of recruitments.
  • Collaborates with Elson S. Floyd College of Medicine Personnel and HRS on recruitment and new hire process. Develops and executes recruitment advertising strategies.
  • Coordinates new hire process Workday and Campus Community.
  • Maintains exceptional professionalism and demonstrates clear communication verbally, in writing, and in presentations. Must be very detail-oriented and brings a high level of sensitivity to personnel issues, which requires flexibility, respect, ethics, supportiveness, and discretion.

Employee Lifecycle Management 25%

  • Coordinate and track appointment status and end dates. Communicate with supervisors to determine intentions for continued appointment of temporary employees. Process changes in Workday. Prepare and route appointment letters and emails. Compile and maintain information on current and past personnel.
  • Collaborates with Associate Director, IREACH leadership, and Sr. Research and Operations Manager to develop professional growth plans for staff, including career ladders.
  • Manages staff reclassification and compensation request changes.
  • Develop and coordinate the welcome process for all new employees for IREACH. Responsible for coordination of all new employee orientation activities including but not limited to the distribution of new employee materials, enrollment in appropriate orientation sessions and communication of required training and available assistance/benefits.
  • Process recruiting and hiring actions, I-9 completion for new hires, separations, FTE changes, appointment renewals, and salary changes. Communicate changes with unit payroll processing and provide support as needed. Advise employees on options, resources, and requirements during status changes.
  • Meet with supervisors to discuss professional development and retention of current employees, promotion options, salary adjustments, out of cycle increases. Communicate applicable laws, university policies and procedures as well as IREACH guidelines and expectations.
  • Coordinates and conducts off-boarding processes for all departing employees. Manages and tracks annual staff performance reviews. Prepare and confirm completion of employee departure forms and actions. Work with supervisors to complete an exit interview with departing employees.
  • Oversees the maintenance of IREACH’s personnel records and systems in accordance with WSU HRS and records retention policy. Manage records on personnel-related functions and/or requests from HRS such as FML, shared-leave donations and returns, bereavement/emergency leave, and accommodations.
  • Collaborates with the Associate Director and fiscal team in FTE planning and in managing costing allocations for new hires.
  • Identifies, develops, and manages programs that support employee recognition and staff appreciation, including the IREACH Above and Beyond Award and annual recognition events.
  • Works with the Associate Director regarding confidential and sensitive employee actions including termination or layoff and conducts.
  • Conducts collaborative periodic meetings with the Associate Director and WSU Human Resource Services – Spokane team to identify hiring and staffing needs, changes, or reclassifications and policy changes that impact employees.
  • Collaborates with Associate Director or IREACH leadership to provide routine personnel administration updates to faculty and staff including policy changes and updates.
  • Creates other resources that support faculty and staff.
  • Coordinates IREACH’s annual review processes and documentation. Maintains timely response to employee questions regarding personnel issues, policies, compensation, leave, disability resources, or professional growth.
  • Maintains employee privacy and makes referrals to WSU resources as needed.

Special Projects and Process Improvement - 10%

  • Assess and review the structure of departments, evaluate for current and future needs, and recommend changes to supervisors to determine the roles and responsibilities of a new position. Create new position descriptions based on operational needs and intended duties and responsibilities of the position in OPDRS. Process actions such as costing allocations, organizational assignments, and proposed salaries for position recruitments and changes. Advise managers regarding the development and revision of position descriptions and performance expectations.
  • Works with the Associate Director in developing and maintaining internal “best practice” guides for departmental human resource processes.
  • Develop, analyze, and advise on human resource goals and objectives; prepare short and long-range personnel initiatives consistent with university strategic plans
  • Actively identifies process improvement opportunities, proposes changes, and implements any subsequent actions.
  • Works with the IREACH leaders, Associate Director, or Hiring Manager in identifying and developing professional and workforce development training opportunities and methods to retain employees.
  • Manages and continuously develops IREACH’s Individual Development Plan (IDP) program.
  • Participates as a member of the IREACH diversity, equity and Inclusion committee and manages the programming related to the committee’s identified diversity and inclusion initiatives and activities related to employee and organizational development.
  • Participates with the IREACH Associate Director and leadership in the development and conduction of annual employee health surveys and the development of annual response plans in areas of noted improvement.

Other Duties as Assigned - 5%

Required Qualifications:

A Bachelor’s degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

  • Bachelors’ degree in Human Resources, Business Administration, Public Administration, other related discipline, or relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
  • Three (3) years’ experience with HR and/or personnel functions or equivalent
  • Possess exceptional interpersonal skills and in delivering professional customer service to all faculty, staff, applicants, and external partners.
  • Ability to work within a complex environment and leverage resources to meet the needs of IREACH faculty and staff.
  • Possess clear written and verbal communication and strong presentation skills to both small and large audiences.
  • Exceptional detail orientation, organizational, and project management skills.
  • Ability to work independently through demonstrated reliability, productivity, and innovative thinking.
  • Ability to work within a diverse team environment.
  • Ability to maintain strict confidentiality and handle sensitive information appropriately.
  • Experience with recommending and executing process improvements that lead to measurable results.
  • Proficiency with MS Office applications and related technology commensurate with responsibilities.
  • Current driver’s license, or the ability to obtain one, by date of hire.

Preferred Qualifications:

  • Experience coordinating personnel activities in a university, government, or research setting.
  • Currently is a, or has plans to become a SHRM Certified Professional (SHRM-CP), SHRM Senior Certified Professional (SHRM-SCP) or Certified Human Resources Professional (CHRP)
  • Experience with developing and implementing diversity, equity, and inclusion training or programs for employees.
  • Knowledge of Workday.

Additional Information:

In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full vaccination status or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at Please contact HRS at or 509-335-4521 if you have questions.

Area/College: WSU Spokane
Department Name: Institute for Research and Education to Advance Community Health (IREACH)
City, State, Zip: Seattle, WA 98101
Department Link: IREACH
FTE: 100%
This is a Permanent position.
Screening Begin Date: Immediate. Open until filled
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Resume and Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or


Working at Washington State University

Founded as the people’s university, WSU embraces its land-grant heritage, seeking to transform lives through education, research, and community engagement and service. The University has been delivering life-changing knowledge and discoveries to the state, region, nation, and the world for nearly 130 years. WSU enjoys productive partnerships with major industries in the state, including agribusiness, aerospace, health care, software, technology, and construction. The colleges at WSU Health Sciences Spokane have formed robust partnerships across the state of Washington, both with large medical centers and hospitals, as well as a variety of rural and community hospitals and clinics.

WSU is Washington’s land-grant university with campuses located statewide in Everett, Pullman, Spokane, Tri-Cities, Vancouver, and online through the Global Campus. WSU also has research centers located throughout the state and extension offices in every county. Learn about WSU’s statewide reach.

WSU employees promote academic excellence and innovative research with nationally recognized academic programs, renowned professors, students who make a difference, and vibrant communities.

WSU offers staff and faculty a comprehensive benefits package as well as professional development and a host of work/life quality programs. Explore WSU’s benefits.

Review the application instructions for instructions and tips on using the WSU Jobs site and applying for jobs at WSU.

WSU is Washington’s land-grant university with campuses located statewide in Everett, Pullman, Spokane, Tri-Cities, Vancouver, and online through the Global Campus. WSU also has research centers located throughout the state and extension offices in every county. Learn about WSU’s statewide reach.

WSU employees promote academic excellence and innovative research with nationally recognized academic programs, renowned professors, students who make a difference, and vibrant communities.

WSU offers staff and faculty a comprehensive benefits package as well as professional development and a host of work/life quality programs. Explore WSU’s benefits.

Review the application instructions for instructions and tips on using the WSU Jobs site and applying for jobs at WSU.

Diversity Profile: Washington State University

As a land-grant institution, diversity, equity, and inclusion serve as core values and beliefs of Washington State University (WSU). At the university, college, or department level, WSU is committed to fostering open, proactive dialogue to create a more inclusive culture at all its locations including the five physical campuses and its online Global Campus, as well as its 39 Extension offices, four research centers, and 25 small business development centers.

Core Belief

WSU is committed to achieving an ethical and socially just society for all. Instituting social change on a large scale begins at home with system-level policies that actively promote equity. The University is committed to diversity, equity, and inclusion throughout every aspect of its statewide system. We strive to create a climate that enables underrepresented students, faculty, and staff to thrive in communities that foster a sense of belonging in a culture of inclusion. The ultimate goal? Creation of institutional culture in which inclusion and equity are the norms, a model that helps move the world toward a place in which all people are treated with dignity and respect.

Core Value

Equity, diversity, inclusion, and belonging. Promotion of an ethical and socially just society through an intentional commitment to equity, diversity, and inclusion.

WSU’s core ideology can be found in its System Strategic Plan. 

WSU’s Student Body

WSU's student body statewide is ethnically diverse: 31 percent of our students are underrepresented minorities, and first-generation students represent nearly 33 percent of the total enrollment. About 15 percent of WSU students hail from outside the state of Washington and about 7 percent are international students. System-wide enrollment reached a record 31,607 students in fall 2019.

Associate Vice Provost for Inclusive Excellence Recently Announced

Dr. Lisa Guerrero was recently named associate vice provost for inclusive excellence. Guerrero has been an active advocate for diversity and inclusion since joining the WSU faculty in 2004. She is currently a professor of Comparative Ethnic Studies in WSU’s School of Languages, Cultures, and Race. She will maintain her faculty position, while serving as associate vice provost in a half-time appointment.

Dr. Guerrero will provide leadership to academic affairs in implementing WSU’s commitment to equity, diversity, and inclusion. She will help to identify and implement best practices and evidence-based approaches in faculty hiring, tenure and promotion, research support, faculty retention, teaching and mentoring, and curriculum planning. One of her first areas of responsibility will be to oversee the Racism and Social Inequality in the Americas faculty cluster hire program for Fall 2021.

Representative Affinity Groups

Representative affinity groups within the Washington State University system include the following:

WSU Resources and Offices

WSU Human Resource Services supports a climate of integrity and equity that actively reflects open, respectful dialog. Additional resources are available on the Human Resource Services website.

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