ACADEMIC HR/ADMINISTRATIVE PROGRAM OPERATIONS SPECIALIST
Company: University of Washington
Posted on: January 26, 2023
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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
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
The Department of Laboratory Medicine and Pathology has an
outstanding opportunity for an Academic HR/Administrative Program
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.
--- Manage all aspects of recruitment including scheduling
interviews, posting ads, scheduling seminars, coordinating faculty
interviews, candidates travel plans and processing of
--- 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
--- Continuously look for ways to improve systems that transfer and
track recruitment, appointment, reappointment, separation, and
--- 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.
--- 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
--- 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
--- 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
--- Perform other duties as required
--- 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
- 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.
--- 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
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 firstname.lastname@example.org .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
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