Req #: 237372

Department: DEPARTMENT OF MEDICINE: HEMATOLOGY AND ONCOLOGY

Posting Date: 08/01/2024

Closing Info: Open Until Filled

Salary: $8,013 - $11,250 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 Division of Hematology and Oncology has an outstanding opportunity for an Associate Administrator of Human Resources and Operations to join their team.

The Associate Administrator of Human Resources and Operations provides critical leadership and direction for the Division of Hematology and Oncology in strategic initiatives and operations. This position reports to the Division administrator and has delegated authority to oversee and implement best practices in supporting faculty and staff in the areas of academic medicine strategic planning and implementation, administrative operations and logistics, human resources, payroll operations, compliance, diversity equity and inclusion (DEI) initiatives, organizational development, facilities operations across multiple sites of practice, equipment and inventory, IT, and both internal and external communications. This position works closely with staff and faculty leadership in the Division, the Department of Medicine, the School of Medicine, UW Campus, the Cancer Consortium, the Fred Hutchinson Cancer Center, and external sites of practice.

The University of Washington's Division of Hematology and Oncology's includes over 400 faculty members, 250 staff members, and 40 contract workers spread across 12 locations in the Puget Sound Region including the UW Medical Center (Montlake and Northwest), Fred Hutchinson Cancer Center (FHCC), Harborview Medical Center (HMC), the VA Puget Sound Health Care System (VAPSHCS), Evergreen Health in Kirkland, Overlake Hospital in Bellevue, Issaquah, the Peninsula, BloodWorks Northwest, Washington Institute of Coagulation, and the UW South Lake Union campus. The Hematology and Oncology Division has 10 disease programs focusing on cutting edge clinical research to bring new therapies for patients with cancer and hematologic diseases. At any given time, these 10 disease teams conduct more than 350 clinical trials with over 2000 enrollees. In addition, the division has 10 research laboratories conducting critical basic and translational research. Our division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer and hematologic disease in the world.

This position is required to use independent judgment, critical thinking, and expert knowledge of the academic medicine operations to effectively facilitate the workflow and support a robust division with significant clinical, academic, teaching, and research aspects. It is critical that this position be able to prioritize numerous concurrent initiatives and manage both short term and long-term projects. The position will maintain dynamic communication with the faculty, staff, clinical partners, numerous UW, FHCC and numerous other internal and external stakeholders.

The Division of Hematology and Oncology is primarily located at the Fred Hutchinson Cancer Center campus, but also has employees located at UW Medical Center (Montlake and Northwest), Fred Hutchinson Cancer Center (FHCC), Harborview Medical Center (HMC), the VA Puget Sound Health Care System (VAPSHCS), EvergreenHealth in Kirkland, Overlake Hospital in Bellevue, Issaquah, the Peninsula, BloodWorks Northwest, Washington Institute of Coagulation, and the UW South Lake Union campus.

This position is critical to the tripartite clinical, research and teaching mission of the Division of Hematology and Oncology. It is essential to the daily functioning and operations of the division that provides state of the art cancer and hematologic clinical care and performs cutting edge basic and translational research, and trains next generation of physicians and researchers who will continue this mission.

DUTIES AND RESPONSIBILITIES Divisional Strategic Planning and Operations Management- 50%

• Provide strategic leadership in division operations by setting goals and priorities while measuring outcomes for administrative and operational decision-making. Define and evaluate strategic alternatives through the development of financial models and reports, provide recommendations on a course of action when needed. Perform comprehensive reviews on policies and processes to improve efficiency and effectiveness in the division enterprise and to improve ease-of-function in the division overall. Work closely with the division head and administrator to assure strategic initiatives are incorporated into division forecasting. Make recommendations on policy development and implementations as well as strategic alternatives. Provide ideas and solutions to address problems and formulate alternative strategies. Identify and recommend cost saving measures and innovative business practices.

• With delegated authority from the division administrator, oversee a variety of high level and critical operational needs across multiple sites of practice. Problem-solve complex issues in cross-functional areas. Ensure that operations are synchronous with and further the Division’s overarching goals, strategies, and initiatives.

• Build and grow infrastructure for administrative and fiscal support for over 80 clinically active faculty. Evaluate current structure and make recommendations for changes in alignment with division goals and available resources. Advise division leadership on opportunities to standardize operations that lead to greater efficacy in a continuously changing environment. Identify and implement plans to reduce turnover, improve operational efficiency, and reduce expenses.

• Oversee implementation of division-wide intranet. Work with division leadership, Department of Medicine IT, Fred Hutch IT, and disease program leadership to launch intranet that is accessible from multiple sites of practice on multiple servers. Lead internal efforts to review, document, and appropriately categorize historical division electronic files for the new shared environment. Serve as division expert on all compliance, state and university records storage and retention policies, procedures, and processes as it relates to moving division files from multiple current shared IT environments to the new intranet.

• Oversee division space and facilities working closely with process partners at multiple sites of practice outside of UW. Devise high-level space and facility plans for the division, including developing and implementing programmatic space usage metrics, analysis, and reviews. Independently work with Fred Hutch and UW facilities leadership to ensure space allocations are in alignment with Division goals and strategic initiatives. Develop policies related to remote work, multi-institutional ergonomics, furniture standards, and other facilities-related issues. Advise the Administrator and Division Head on optimal space usage and other facilities-related issues.

• Develop, interpret and evaluate division-wide business and operational policies and practices for compliance with applicable laws, rules and policies; disseminate information division leadership, faculty, and staff as appropriate.

• Provide expert consultation to senior department faculty and staff regarding operational business needs. Identify process and supporting operational solutions to streamline business processes, improve efficiency and simplify the administrative process for faculty and staff users.

• Oversee staff responsible for equipment inventory for 10 research labs at multiple locations and ensure compliance with university, state and federal requirements.

• Provide leadership, direction, and coaching to staff who oversee division IT needs and website. Provide expert consultation on IT hardware and software business needs, liaising with internal and external stakeholders, FH IT, and DOM IT leadership as needed. Direct division efforts to develop content for website and ensure content is timely and up to date, develop processes and SOPs for updating and maintaining the division website pages.

• Use independent judgment to develop and implement strategic and comprehensive internal and external communication strategies for a growing and highly visible division. Establish regular internal communications to division faculty and staff on administrative, operational, and research updates. Develop strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective external communications and workflow.

• Interpret administrative and operational changes recommended to all SOM departments based upon UW Medicine and UW process and system changes, advise Administrator and Division Head on impacts to the Division and associated process changes. Analyze and identify opportunities for process improvements and develop implementation strategies within the realm of administrative policies, procedures, and workflow that maintain the continuity of operations.Staff HR Management and Operations - 25%

• Manage and oversee the human resource operations for the division to ensure the day-to-day and cyclic requirements are met; plan, resource, and monitor programmatic activities. Key operations management includes the resolution of operational issues, design, maintenance, and implementation of any changes, and establishing standards and procedures adhering to university policies.

• Oversee the staff human resource team that is responsible for all aspects of hiring, onboarding, training, corrective active, and compensation. Provide leadership, mentorship, and expertise to staff HR team, particularly in complex disciplinary actions, mediations, investigations, and labor relations issues.

• Coordinate a variety of general staff HR and administrative activities necessary to the department’s day-to-day operations. Organize information in physical or electronic format to facilitate workflow within the program. Analyze program workflow for improvement opportunities and make recommendations to division administrator and division head to facilitate more effective and efficient operations.

• Partner with Fred Hutch human resource leadership on staff HR operations, strategic initiatives, and process improvement for over 250 UW staff and 40 Fred Hutch contract workers based on the Fred Hutch campus. Serve as division expert on cross-institutional HR policies and processes; advise division leadership best practices and standards for inter-institutional HR compliance and policy implementation.

• Work with Division Head, Research Lab Directors, Clinical Research Program Directors, and other members of the Division Faculty Leadership on strategic planning initiatives within the Division regarding recruitment and staffing in research, lab fiscal, and program support. Assess the need for additional resources and identify the source of additional resources to fit with division initiatives and vision.

• Develop, implement, and evaluate strategies to recruit and retain top managers and staff, promote productivity and market-based compensation.

• Work with all levels of faculty and staff leadership to critically evaluate and communicate human resource needs, issues, and risks, working through unstructured problems and creating the structure necessary to drive for results.

• Interpret and provide expert guidance to division leadership on UW, Fred Hutch, state, and federal legal and compliance requirements.

• Mentor and provide expertise to HR Manager 8, who support managers and supervisors regarding the interpretation and application of labor agreements, employment programs, and policies & procedures consistent with the agreements and programs.Fiscal Management and Payroll - 15%

• Oversee division payroll operations including complex staff salary allocations. Ensure faculty and staff are paid appropriately and in compliance with university, state, and federal requirements as applicable.

• Oversee budgets for faculty recruitment, Division supplies, and information technology. Ensure expenditures are appropriate and compliant with university and state policies. Analyze funding in each area of Division operations and work with division leadership to address any of concerns.

• Provide guidance and counsel to faculty and staff leaders on fair market compensation. Monitor compensation throughout Division to maintain appropriate salary equity in relation to UW, the Department of Medicine, and School of Medicine, and FLSA standards.Diversity Equity and Inclusion: 5%

• Oversee Division DEI program and engage in intra- and inter-institutional DEI initiatives.

• Partner with Division Administrator and Division Head to develop and cultivate a welcoming, inclusive, and respective workplace culture.

• Support the development and implementation of Division DEI initiatives to further the Division’s efforts of increasing diversity, equity, and inclusion.

• Engage with Division leadership on outreach, recruitment and hiring practices that diversify candidate pools.

• Partner and liaise with the Department of Medicine DEI Program Manager on DEI initiatives and training opportunities for Division faculty, staff, and disease programs.

• Maintain knowledge of accessibility and diversity-related issues, legislation, and best practices

• Mentor, coach, and provide consultation to team members, department leaders and colleagues, and other partners in support of advancing DEI.Organizational Development – 5%

• Provides leadership and direction in the development of short- and long-range plans; gathers, interprets, and prepares data for reports, and recommendations.

• Establish and grow division-wide organizational development initiatives and best practices.

• Advise staff and faculty leadership on team building, team effectiveness, and change management.

• Establish and mentor staff managers on leadership and engagement opportunities.

• Partner and coordinates with Fred Hutch organizational development on inter-institutional initiatives as needed.

• Successfully build professional relationships with and provide consultative services to Division clients regarding functional areas of human resources.

• Proactively identify and recommend opportunities for streamlining processes and increasing efficiency and efficacy. Continually innovate to reduce or eliminate process that are manual or duplicative.

• Serve as back up to Division Administrator.

• Independently manage and prioritize special projects as assigned.Lead Responsibilities:

• Provide strong leadership, establishes best practices and manages team of professional staff operations and HR specialistsSupervisory Responsibilities:

• Supervises direct reports - HR staff support and program operations support (payroll, facilities and administrative operations). MINIMUM REQUIREMENTS

• Bachelor’s Degree in Business, Healthcare or related field and 5 years’ related experience 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.

• Expert knowledge of and experience in staff HR performance management, disciplinary processes and/or responsibilities.

• Operational and/or program management experience.

• Demonstrated excellent written/oral communication skills, user liaison skills, and personal interaction abilities.

• Experience juggling multiple work assignments that range in duration and time sensitivity, with frequent interruptions and emerging priorities. Must be well organized, detailed oriented and have excellent follow through.

• Demonstrated experience in working on diverse groups and teams: respects, values, and contributes to diversity, inclusion and equity. Ability to work with diverse populations with tact, diplomacy, discretion, and sensitivity.

• Previous supervisory experience. DESIRED QUALIFICATIONS

• Master’s degree in business administration, public administration, healthcare administration, or related field or equivalent experience.

• Experience in a medical school, research institute or university settings.

• Human resource certification CONDITITONS OF EMPLOYMENT

• Office environment with hybrid remote/in office schedule. Some travel between sites within the Seattle area. 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.

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.