Shared Services Specialist

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Shared Services Specialist

Job Category:

Academic Staff

Employment Type:

Terminal (Fixed Term)

Job Profile:

Business Process Specialist

Job Duties:

Shared Services Specialist provide support for the Workday or other related systems and business processes at the University of Wisconsin System Service Operations. This recruitment is seeking to fill four Shared Services Specialist positions that are considered fixed-term terminal and have an expected job end date at least 1 year from date of hire. These Shared Services Specialist will support the following areas:

• HR Services (two vacancies): This functional team focuses on tasks related to the HR areas. Tasks include, but are not limited to, HR business process management including troubleshooting, correction and uploading, recruitment assistance, performance management support, flexible work arrangement support, criminal background check, general reference check and misconduct reference check program management and other duties in support of HR business process management and HR projects.
• Payroll Services (one vacancy): This functional team focuses on tasks related to Time Administration, Leave, and Payroll. Tasks include, but are not limited to, working with employees and supervisors to enter and approve time, helping employees understand their leave benefits, check corrections, and performing other entry in support of payroll processing.
• Benefits Services (one vacancy): This functional team focuses on tasks related to benefits processing and administration. Tasks include, but are not limited to, reviewing and entering benefits enrollments, working with Employee Trust Funds (ETF) on employee benefits issues and corrections, reviewing and verifying benefits eligibility, running audit reports to identify and resolve discrepancies, maintaining current benefit records and changes, and performing other duties in support of accurate and timely benefits processing.

Work Location
The office location is located at 660 West Washington, Madison, WI. An in-office requirement is expected three (3) days per week, and two days may be worked off-site/remote.  Telecommuting agreements are subject to change at any time.

Key Job Responsibilities:

Technology process support of Workday and related operations, focused on HR, Benefits or Payroll services.

·       Support multiple employee lifecycle processing activities including entering exception transactions, performing auditing and validations, and troubleshooting customer issues.

·       Analyze and perform complex entries and corrections within Workday and related systems.

·       Research and interpret UW Policies, regulations, statutes and develop procedures for application within the system and related business processes. Assist with the implementation of these changes.

·       Recommend and promote changes in the system and related business processes as needed to stay current and enhance operations. Work cross-functionally with other team members as needed.

·       Participate in development of testing, training, and reporting requirements.

·       Create, organize, review and update training materials and business process documentation.

·       Understand processes related to the position's specified area of expertise.

·       Manage records associated with tasks and adhere to appropriate records retention policies.

·       Provide end user support for more complex business processes and technology needs.

·       Analyze and resolve incoming customer service tickets in accordance with Service Operations timelines and standards. Collaborate with other Service Operations teams as needed.

·       Courteously interact with and assist customers to troubleshoot problems and obtain information from the end user.

·       Research, evaluate and provide feedback on problematic issues, trends and patterns and make recommendations for system improvements and/or additional training/communication opportunities.

·       Oversee and/or work with the appropriate Business Analyst on system related service requests to help define and develop the nature and scope of the request. Assist with the implementation of the request.

Miscellaneous

·       Represent the organization as a positive and professional team member promoting respect and civility in the workplace.

·       Maintain professional job skills.

·       Attend and participate in organization and unit meetings.

·       Perform other assignments as directed by supervisor.

Department
UW-Shared Services provides payroll, benefits, HR, business services, and reporting services to UW employees and universities.  UW-Shared Services exists to standardize processes, consolidate operations, and streamline administrative practices to provide high quality services while improving administrative efficiency and effectiveness. In addition to providing high quality services, Service Operations brings value to UW institutions by reducing administrative burden and cost, thereby allowing them to invest time and resources into activities which are more central to their mission.

Compensation

The Shared Services Specialist is a full-time, salaried (exempt), fixed term-terminal (one year) academic staff, position. Well-qualified candidates can expect a starting annual salary within a range of $52,500. - $60,000. commensurate with the candidate’s education, related experience, and qualifications.

Required Qualifications

·       Associate degree OR minimum of 2 years professional work experience in Payroll, Benefits, Business, or Human Resources (e.g. payroll processing, benefits enrollment processing, auditing, employee lifecycle processing within a HRIS and/or ERP system, recruiting using applicant tracking system, etc.) by the date of hire.

Preferred Qualifications

·       Human Resources experience including benefits, payroll, time, leave administration, recruitment, onboarding, compensation and/or performance management, etc.

·       Experience providing customer support to end users

·       Experience using and providing assistance to users in Workday

·       Strong analytical, problem-solving and judgement skills

·       Intermediate Excel experience

·       Experience working in a public sector or university setting

How to Apply

To ensure full consideration, submit required materials, a cover letter addressing your experience and education as it applies to all minimum and preferred qualifications (PDF format) and resume (PDF format), as soon as possible.  In your cover letter please indicate what position/s you are interested in.  Applicant screening will begin immediately and be ongoing through November 4, 2026. However, applications may be accepted until the position has been filled.

Contact Information

Questions may be addressed to angie.koppen@uwss.wisconsin.edu.

Accommodation Request

If you need to request an accommodation because of a disability, you can find information about how to make a request by contacting uwshr@wisconsin.edu. 

 

Criminal Background Check and Reference Check Policy

This offer of employment is conditional pending the results of a criminal background check and a reference check process that includes questions regarding employee misconduct, sexual violence, and sexual harassment. If you have prior work history within the past 7 years with the Universities of Wisconsin, your personnel file will also be reviewed for employee misconduct. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.

 

Employment Authorization

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on, before, or after the effective date of appointment.   

 

Confidentiality

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7). 

Benefits Information

Universities of Wisconsin employees receive an excellent benefits package. To learn more about the benefits package, review the Faculty, Academic Staff & Limited Appointees  or University Staff   Please see this link for total compensation information: Universities of Wisconsin Health & Retirement Contributions Estimator to provide you with total compensation information. 

Clery Act information 

The Universities of Wisconsin provides statistics on campus crime in its Annual Security Report.  For more information on university campus statistics see https://www.wisconsin.edu/compliance/clery/.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.