Req #: 238785

Department: DEPARTMENT OF MEDICINE: GASTROENTEROLOGY

Posting Date: 09/19/2024

Closing Info: Open Until Filled

Salary: $6,900 - $8,500 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 Gastroenterology has an outstanding opportunity for a Human Resources Manager to join their team.

The purpose of this position is to manage Division of Gastroenterology Academic Human Resources, Staff Human Resources, and serve as a member of the division’s leadership team. This position will independently handle all faculty affairs (appointments, LOA, yearly reviews, etc.), staff affairs (full recruitment cycle, working with managers on job descriptions, employee relations, leaves, terminations and overall management of staff employees,) and supervise the day-to-day operations of the Administrative Specialist for the Division Head. All of these duties require a focused, independent multitasker. As a vital member of the Division’s core administrative team, this position will work closely with leadership in the Division of Gastroenterology, Department of Medicine, School of Medicine, and multiple UW and affiliate sites in support of our mission areas.

This position will be responsible for insuring HR compliance across multiple avenues which include Division, Department, Medical Center, School and University HR policies and procedures. The position will also oversee facilities management in the Division of Gastroenterology. This position involves complex communications with numerous constituencies about the work that the Division does and what the final results will be. This position will take great care to ensure that all Division HR, facilities management, and related policies and procedures are managed in a manner that is reflective of the University of Washington’s integrity and sense of responsibility, but will work to set the standard of excellence in this area. This position will maintain an awareness of, and familiarity with, any policies, procedures and/or regulatory requirements that impact the liability and responsibility of both the Division and the University.

The Division of Gastroenterology and Department of Medicine are committed to the goals and mission of the School of Medicine and the University. It is critical to the University that the Division is able to fulfill this mission. This position has a direct impact on the integrity and quality of the Division’s units and programs. The Division shares the University’s predominant missions of teaching, research and service and this position will stand as a reflection of those. The Division of Gastroenterology is currently located at the University of Washington Medical Center, Harborview Medical Center, Eastside Specialties Center, VA, Northwest Hospital, and the Fred Hutchinson Cancer Research Center campuses, with expected growth. This position will support the growing needs of approximately 30 staff, 62 faculty, 15 trainees, and students at all 6 locations.

DUTIES AND RESPONSIBILITIES Academic Human Resources (60%):

• Direct all aspects of faculty AHR for the Division: recruitment, appointment, reappointment, and promotion processes; visa appointments; medical staff credentialing process and UWP appointment process.

• Manage the faculty recruitment and appointment process from initial search to the final hire and relocation for successful candidates. Ensure that faculty recruitments comply with University, State and Federal hiring practices, as well as adherence to faculty code and academic HR policies and procedures governing the University and Department of Medicine.

• Independently advise, providing guidance to search committees and administrative staff regarding procedures and documentation requirements, ensure requirements are met and information transmitted is accurate.

• Direct and manage the annual faculty review process for the division. Receive and review required materials and prepare them for distribution; conducting surveys and solicit evaluation materials on an ongoing basis; creating and maintaining faculty portfolios; ensuring that the process complies with the Faculty Code;

• Manage the privileging and credentialing of all clinical faculty, process new and renewal applications for approximately 62 regular and clinical faculty members. Ensure compliance and timeliness of credentialing requirements. Handle confidential materials pertaining to medical practice histories. Identify potential delays in institutional approval process and address as needed to avoid suspension of clinical practice privileges.

• Coordinate faculty leave, such as FMLA. Understand all relevant policies and procedures associated with faculty leave and communicate with faculty members on behalf of the division.

• Provide guidance regarding conflict of interest and receive, process and track outside work requests.

• Using discretion and independent judgment, assesses current processes and independently determines necessary process revisions and improvements as circumstances warrant. Develops and implements process revisions to ensure operational best practices.

• Provide key Human Resource Management support to ensure the Division’s personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures.Staff Human Resources (25%):

• Manage permanent staff, temporary staff and student staffing from conception to hire for the Division laboratories and central offices.

• Advise hiring managers on recruitment strategies and best practices.

• Coordinates the recruitment by working with managers to review resumes, conduct phone screens and reference checks as needed, create offer letters, and submit salaries for approval and process new hire paperwork.

• Additionally, on-board staff, ensuring a smooth transition to the organization.

• Partners with hiring managers to create or update position descriptions

• Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate. Consult with Central HR as needed.

• Initiates business processes in Workday for the Division (i.e. compensation changes, TPI/TSI’s, create position, etc.)

• Lead and direct annual staff review process

• Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel.

• Ensure compliance with University and Departmental HR policies, as well as applicable state and federal laws throughout the recruitment and selection process.

• Provide HR Management with hiring, evaluation, promotion, remediation, and training activities of all professional and classified staff in the Division.Other Duties (15%):

• In partnership with GAS leadership, oversee engagement initiatives, development programs, and growth opportunities to include in-service presentations, course certifications, conferences, poster presentations, team building activities, etc.

• Partner with Divisional faculty and staff to manage existing and potential relationships with donors, industry, businesses, academic partners and other collaborative groups.

• Maintain dynamic communication with principal investigators, steering committees, vendors, industry sponsors, programs and other Division staff, and numerous University Departments.

• Maintains office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPPA compliance regulations, etc).

• In partnership with DA, work closely with facilities administration on behalf of the division to ensure division space is adequate for all faculty and staff, and that space is identified and ready for new arrivals.

• Participate regularly in professional activities to keep abreast of changes and new developments in Human Resources College and University Professional Associations (CUPA- HR) and Society for Human Resource Management (SHRM). MINIMUM REQUIREMENTS

• Bachelors Degree in Human Resources, Business Administration, Administrative Management or related field and 3 years’ experience with progressive responsibility in an academic, healthcare, administrative and/or related environment 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

• Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.

• Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times.

• Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse population.

• Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgment in a dynamic and deadline-driven environment.

• Proven accuracy and attention to detail in work products.

• Professional level competency with general MS Office applications, e.g, Word, Excel, Power Point, Outlook, and ability to learn new software applications as necessary to do the job

• Highly organized, demonstrate ability to multitask in a consistently fast-paced environment in an organized and efficient manner. Self-motivated, flexible, creative, ability to prioritize and be solutions orientated. CONDITITONS OF EMPLOYMENT

• Heavy workload and consistent, competing deadlines require that the candidate interface well with other managers, staff and faculty in a collaborative and team-oriented manner.#UWDeptMedicineJobs 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.