Req #: 241893

Department: DEPARTMENT OF MEDICINE

Posting Date: 12/13/2024

Closing Info: To ensure consideration, Apply By 01/08/2025

Salary: $5,897 - $8,000 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_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.

The Department of Medicine has an outstanding opportunity for a Academic HR Manager to join their team. POSITION PURPOSE The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialties divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Centers (UWMC-Montlake and UWMC-Northwest), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.

The Academic HR Manager is a key position on a fast-paced and dynamic team for which this position will require a range of responsibilities to provide high-quality customer service across the division(s) and the associated faculty and academic personnel workforce it supports. Specifically, this position is responsible for the management, oversight, and strategic planning of faculty appointments, medical staff appointments, reappointments, promotions, compliance requirements, annual reviews, evaluations, onboarding, and separation processes for faculty and academic personnel employment programs in assigned division(s). This position is responsible for directing these program operations and processes to meet division and Department goals, using discretion and independent judgment, decision-making and problem-solving skills, flexibility and comfort with ambiguity, and collaboration. This position is accountable for the employment program/process results.

This position serves as a key administrative contact and partner for multiple Division Heads, Division Administrators, Department leadership, and faculty committees, and external administrative partners regarding faculty affairs. This position requires thorough knowledge of the layered and multi-variable appointment and credentialing processes, demonstrating that knowledge by responding to complex questions by summarizing the pertinent issues and providing understandable and actionable answers to peers, administration, faculty, and external partners. Our Academic Human Resource professionals strive to communicate difficult, shifting, and sometimes confusing policy information or principles to faculty or staff with expertise, grace and compassion, without compromising or neglecting important policies or regulations.

The successful candidate must be capable of viewing faculty appointment and human resource issues from a high level with broad understanding to ensure all entities involved in payroll, facilities, clinical programs, and administration are properly considered. The Academic HR Manager must be able to work with high level professionals (faculty and staff) and management levels within the Department’s AHR team, School of Medicine Dean’s office, and external partners. This position is responsible for developing and maintaining relationships and a high level of understanding of internal (School of Medicine (SoM) and UW) and affiliate infrastructure. The Division and Department needs a sophisticated and experienced individual to work with faculty across the entities involved in their work functions and someone who can coordinate activities and required documentation.

This position will be responsible for providing expert partnership and ensuring compliance with School and University policies, procedures and timelines in regard to academic human resources and is critical to the operation and coordination of the overall division, department, and to the teaching and research missions of the School and the University. This position impacts the University of Washington’s standing as an academic center of excellence.

DUTIES AND RESPONSIBILITIES Academic Human Resources and Faculty Affairs (75%) • Promotion Process - Advise Division, Administrators, Division Appointment/Merit/Promotions Committees and faculty on promotion process and timelines including recommending methods of data collection/submission ensuring compliance with Faculty Code requirements, and department timelines. Act as the primary point of contact for the assigned divisions with the Department Academic HR team. Develop and implement tracking systems for the faculty appointment, reappointment and promotion processes. Provide management, and facilitation of the Division Promotions materials and related tools. Review proposals and documentation for quality control and prepare them for distribution; ensure compliance with Department deadlines; develop and oversee faculty voting processes. Advise faculty on the critical milestones that must be achieved to obtain an initial academic faculty appointment and subsequent promotion by providing an overview of the departmental and division criteria and creating resource materials, such as discussion and content guides. Serve as an administrative manager for the Divisions’ appointment/merit/promotions committees, ensuring the guidelines are up-to-date, compliant, and address the expectations related to promotion within the Department of Medicine.

• Faculty and Academic Personnel Appointments & Reappointments - Manage faculty and academic personnel (i.e. fellow appointments, postdoctoral fellows, and clinician researchers, etc.) recruitments, faculty search committees, appointments and reappointments within assigned Division(s) in the Department of Medicine. Manage recruitment and appointment process from hiring plan and posting an advertisement to the final hire and relocation for successful candidates (multiple ongoing searches at multiple sites of practice). Intensive communication with division management/staff and faculty, including interpreting policies, in order to assure accurate and timely completion of required materials for recruitments and appointment packages; troubleshooting and resolving difficulties that arise in any aspect of the appointment. Review and advise Divisional staff and faculty on new policies and procedures relating to clinical and affiliate courtesy faculty. Interact directly with the Department Academic HR team on issues related to appointments and renewals/reappointments.

• Medical Staff & Practice Plan Appointment Coordination - Manage/coordinate medical staff credentialing and practice plan appointments to ensure that faculty members appointed within the Division are able to provide clinical services in conjunction with their approved faculty appointment. This position acts as the Divisions’ expert and is responsible for the management and oversight of the medical staff appointment/credentialing process for clinical faculty. This area of responsibility requires a high level of knowledge and understanding of the credentialing process to effectively manage and oversee this highly regulated and essential component of faculty appointments. In management of practice plan appointment process this position maintains a high level of knowledge and understanding of both the UW Physicians (UWP) practice plans.

• Faculty Review Process - Partner with Department Academic HR team, Division Heads and faculty on Faculty Annual Conference processes to ensure compliance with Faculty Code requirements and University deadlines; assist with faculty voting process. Assist division staff in management and tracking of clinical peer/teaching evaluation data, updating and maintain curriculum vitae and biographical sketches for the faculty to include with review materials. Develop tracking system to ensure annual reviews performed for the faculty each year adhere to the UW faculty code and are scheduled according to the required timeframe for each faculty title. Provide guidance to Division Heads and Division Administrators and support staff in preparing, scheduling and writing up annual reviews. Compose correspondence for Division Head’s signature for all personnel actions (e.g., endowed chair appointments).

• Program Management - This position must build, manage, and enhance complex working relationships with internal and external entities and have strong interpersonal communication skills in order to document policies, provide advice, and work with faculty and administrative team members in each setting. Provide direction and recommendations to internal divisions, and external partners at Fred Hutchinson Cancer Center, Veteran’s Affairs Puget Sound, Seattle Children’s, and more, and all clinical practice locations for areas of position responsibility. Act as liaison with delegated authority and independent decision making to prospective candidates in partnership with DOM Academic Human Resources (AHR), UW Office of Medical Staff Appointments (OMSA), Children’s University Medical Group (CUMG) and between faculty, division personnel, and Division Heads.

Problem Solving and Process Improvement (15%) • Build trust with division leadership in order to facilitate smooth AHR processes and process improvement. The AHR group views trust building to include responsiveness, transparency, admitting when knowledge is lacking, and following up on what has been promised. • Proactively research and resolve questions regarding how to approach ambiguous or complex academic HR actions at the lowest organizational level, escalating issues to various UW offices as necessary, and involve partners from DOM AHR and other relevant offices when required. • Engage in continuous process improvement to identify and implement efficiencies and develop resources. • Create process guides and tools to document and support key functions and activities. Distill information from multiple sources into concise communications and products. • This position will evaluate and monitor the needs of the Academic HR program and will initiate/refine new and existing systems as the program evolves. Actively guide process improvement efforts to improve the efficiency and effectiveness of the Department and client Divisions. Participate in process improvement initiatives in the Department, School and UW.

Special Projects & Other (10%) • Plan and complete special projects as assigned, independently or as a member of a team. • Participate regularly in professional activities to keep abreast of changes and new policy developments. Participate in University offerings and trainings, including Office of Academic Personnel Forums and HR Community of Practice monthly meetings. • Additional duties as assigned.

MINIMUM REQUIREMENTS • Bachelor’s Degree in Business Administration, Communications, Higher Education or a related field and a minimum of 3 years’ experience with progressive responsibility in human resources or related field at a diverse, complex, multi-faceted organization. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS • Demonstrated dedication to equity, diversity and inclusion. • Demonstrated thorough knowledge of AHR policies, procedures, principles, and practices, or equivalent transferrable experience in an area such as personnel and salary administration, recruitment, or program administration. • Solutions-oriented, demonstrating strong initiative and follow-through. • Ability to thrive and prioritize while working with a high volume of work, concurrent projects and critical, time sensitive deadlines with consistent accuracy and attention to detail. A flexible and open mindset is essential. • Ability to exercise high degree of judgment and handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. • Excellent written and verbal communication skills, and proven organizational and interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization. • Proficiency with Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint) and other web-based programs.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments 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 access 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.

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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.