ACADEMIC HR/ADMINISTRATIVE PROGRAM OPERATIONS SPECIALIST

Company: University of Washington
Location: Seattle
Posted on: January 26, 2023

Job Description:

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content ACADEMIC HR/ADMINISTRATIVE PROGRAM OPERATIONS SPECIALIST ACADEMIC HR/ADMINISTRATIVE PROGRAM OPERATIONS SPECIALIST Req #: 216591 Department: DEPARTMENT OF LABORATORY MEDICINE AND PATHOLOGY Job Location: Seattle Campus Posting Date: 12/20/2022 Closing Info: Open Until Filled Other Compensation: Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. 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 Laboratory Medicine and Pathology has an outstanding opportunity for an Academic HR/Administrative Program Operations Specialist.

The Program Operations Specialist will provide professional level academic human resources support, as well executive level program support within the Central Administration group for the Department of Laboratory Medicine and Pathology. This position will report equally to the Central Administration Manager as well as the Academic HR Manager. This position fulfills a critical role in the Department of Laboratory Medicine and Pathology in Faculty Affairs and Central Administration.

RESPONSIBILITIES:

Academic HR
--- Manage all aspects of recruitment including scheduling interviews, posting ads, scheduling seminars, coordinating faculty interviews, candidates travel plans and processing of reimbursements.
--- Oversee faculty searches/recruitments and faculty appointment processes in Interfolio, from initial search to final hire, and relocation for successful candidates as the secondary administrator, working with the Executive Assistant to the Chair.
--- Continuously look for ways to improve systems that transfer and track recruitment, appointment, reappointment, separation, and visa-related information.
--- Ensure all human resource programs and policies are compliant with appropriate UW, federal, state, and local regulations.
--- Advise and guide search committees and administrative staff of the full recruitment process and requirements for successful searches. Position requires ability to maintain confidentiality of sensitive issues and adhere to regulations concerning maintenance of confidential materials.
--- Maintain all faculty contact lists, voting lists, mailman lists, and public website profiles as needed.

Central Administration
--- Provide direct confidential senior-level executive support
--- Have frequent contact with individuals such as executive leadership, senior management staff, faculty and external physicians and administrative officers as it related to the Department administrative office.
--- Understand the value and limitations of the supported Executives; time and prioritize accordingly, adjust actions to fit changing priorities; systematically and accurately set priorities, keeping these on track and seeing to satisfactory conclusion tasks and requests.
--- Communicate effectively on matters involving the Department, employing tact and diplomacy. Handle sensitive and urgent matters in a thorough, professional, and timely manner with careful attention to confidentiality.
--- Provide department administrative services which may include duties such as developing meeting agendas, taking meeting minutes, planning organizational events, travel plans and meetings.
--- Understand organizational complexities, jobs, reporting relationships, and specific roles and responsibilities across DLMP and within the broader context of the School of Medicine and UW's administration of policies and procedures.
--- Oversight of multiple department committees, which includes coordination and high-level program management; organize and attend meetings, develop meeting action items, and maintain budget management as needed to plan the work and manage follow through of action items to completion.
--- Facilitate planning and coordination for the ongoing department consolidation.
--- In coordination with the Central Administration Manager, provide planning and event oversight for the joint departmental faculty annual retreat.

Other Duties as Assigned
--- Independently plan and carry out special projects assigned by the Central Administration Manager and Academic HR Manager. Many assignments delegated to this position are unique and may require the exercise of independent research and decision-making. Examples of special project work may include work related to departmental organizational issues, performance management for the department, or monitoring and following up on departmental level initiatives.
--- Perform other duties as required

MINIMUM REQUIREMENTS:
--- Bachelor Degree Business, Human Resources or any other related field. Experience may substitute for education.
--- Two years' experience:
- Demonstrate superior writing and editing skills specifically regarding correspondence, policies, procedures, and business plans.
- Strong organizational ability including capability for prioritizing work and managing a heavy workload with frequent interruptions; Tenacious approach to meeting deadlines with efficient, results-oriented, approach to projects.
- Demonstrated computer skills with intermediate skills in MS suite (Access, Word, Excel, Powerpoint, etc), EndNote and experience conducting web-based research.

Desired
--- Ability to work as a key member of an administration team, as demonstrated by prior work experience.
--- Previous experience using UW administrative systems.
--- Knowledge of UW and School of Medicine policies and procedures.

Application Process:

The application process for UW positions 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 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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .COVID-19 VACCINATION REQUIREMENTEmployees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

Keywords: University of Washington, Seattle , ACADEMIC HR/ADMINISTRATIVE PROGRAM OPERATIONS SPECIALIST, Human Resources , Seattle, Washington