ACADEMIC HUMAN RESOURCES MANAGER
Company: University of Washington
Location: Seattle
Posted on: January 27, 2023
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Job Description:
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and we will be happy to assist you. jump to content 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.
Department of Medicine: Allergy and Infectious Diseases has an
outstanding opportunity for Academic Human Resources Manager.
AID is one of the largest division in the Department of Medicine.
The Division has a workforce of nearly 125+ faculty and 250+ staff
who are known for their outstanding research, teaching and patient
care. The Division conducts its activities at the UW Medical Center
(UWMC-Montlake and UWMC-Northwest), Harborview Medical Center
(HMC), Seattle Cancer Care Alliance (SCCA), and the VA Puget Sound
Health Care System (VAPSHCS) in Seattle, with research sites
located at multiple sites across Seattle.
The majority of this position is document management and task
completion. Our ideal candidate is someone who is incredibly
organized with forms and checklists, has the ability to proactively
follow through and follow up to complete tasks, and is familiar
with volume and balancing multiple projects at once.
Position Complexities:
The AHR Manager will provide direction and control over the
Academic HR program. This position is responsible for establishing,
implementing, and monitoring operations and procedures, and
provides back-up support for the Administrator of the Division.
This position requires discretion, exercising independent judgment
and decision-making authority in handling confidential
administrative, personnel, and other issues related to the
Division.
This position is responsible for faculty onboarding, according to
strict timelines and medical staff credentialing, for faculty to
provide the inpatient and outpatient clinical care that the
hospitals and clinics depend upon to manage patient visits. Delays
in hiring cause insufficient staffing on the inpatient wards and
reduce the number of outpatient visits possible - impacting both
the quality of patient care and reduced clinical revenue.
Recruitments occur each year to fill faculty positions at multiple
sites, including UWMC-Montlake and UWMC-Northwest, UW Neighborhood
Clinics, HMC, VAPSHCS, and Boise VAMC. This position must have
up-to-date knowledge of policies regarding national searches, UW
and School of Medicine policies regarding appointments, promotions,
reappointments, and policies of the medical centers regarding
medical staff credentialing.
This position will independently establish protocols for moving
projects forward, communicating and initiating involvement of the
appropriate individuals, developing timelines, schedules and
agendas, preparing communication and sensitive materials, and
keeping the Division Head informed of progress on current projects
and initiatives and issues needing immediate attention. This
position has been delegated full authority of the Academic HR
program by the Division Head and the Administrator and is
accountable for ensuring policy compliance in a variety of areas
and overseeing projects within the program from start to
completion, while meeting overarching programmatic goals. The AHR
Manager works closely with the Associate Division Head and Director
of Hospital Medicine to manage the expanding Hospital Medicine
Program (currently providing care for 4 hospitals with over 100
faculty).
Position Impact:
This position is crucial for the success of the Division faculty
and staff and interacts with all levels of University of Washington
employees to ensure the essential functions of the Division are
being carried out. The AHR Manager is a key strategic position; It
is crucial in communicating between the departments, schools,
medical centers, affiliate groups, and faculty. This position is
essential in working with Division faculty on career path
requirements. Delays in any of these processes affect faculty
appointments, promotions, reappointments, clinical productivity,
patient care, research deadlines and ultimately reduced
revenue.
RESPONSIBILITIES:
DOCUMENT MANAGEMENT (55%)
--- Compose offer letters on behalf of the Division Head related to
recruitment, appointments, reappointments, and promotions, ensuring
language reflects current agreements regarding position
expectations for each site of practice.
--- Intake and summarize clinical peer/teaching evaluation data
--- Update 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 according to rotating schedules and provide
guidance to four section heads and support staff in preparing,
scheduling and writing up annual reviews.
--- Manage faculty recruitment and appointment processing, from
initial search to final hire and relocation for successful
candidates (multiple ongoing searches at multiple sites of
practice).
--- This includes compiling packets of various documents per
Department guidelines and submitting on strict timelines
--- Ensure VISA applications for visiting scholars, foreign
nationals, and appointed faculty are processed timely and
accurately. Maintain up-to-date knowledge regarding multiple types
of VISAs and requirements.
--- Oversee visiting faculty appointments. Ensure proper materials
and new appointment paperwork is in place.
FACULTY DEVELOPMENT (25%)
--- The AHR Manager must present a professional and reliable front
line contact for the Division of AID to all faculty and staff at
UWMC, HMC, VAPSHCS, Boise VAMC and those from affiliated hospitals,
including individuals external to the University system.
--- Independently respond to inquiries and make decisions based on
the knowledge of the Division Head's views and division mission
using discretion and judgment in determining and prioritizing
issues requiring Associate Division Head attention or delegation to
other faculty or staff.
--- Participate in School and Division-wide process improvement
efforts (such as Interfolio) as needed, and division AHR team
meetings.
--- Develop and provide onboarding presentations for newly hired
faculty members including orientation, computer and systems access
requests, parking, billing and documentation.
--- Manage Faculty FTE changes, follow Provost and School of
Medicine guidelines for annual FTE review and confirmation, in
conjunction with leave processes, clinical FTE tracking, and
research funding changes affecting paid FTE.
--- Manage Faculty Leaves. Advise faculty on leave policies and
procedures. Ensure that proper paperwork from faculty and
healthcare providers is coordinated with program offices (over 30
leaves each year).
--- Direct and manage the faculty review process in collaboration
with central Administrative Specialist. Receive and review
proposals and oversee appropriate distribution; ensure compliance
with Faculty Code requirements and University deadlines
--- Ensure adherence to faculty code, academic HR policies and
procedures governing the University and Department of Medicine
procedures.
MEDICAL STAFF ONBOARDING (10%)
--- Medical staff credentialing process and UWP appointment
process. Be knowledgeable and keep up to date with the
requirements, and advise faculty on policies and procedures.
--- Ensure medical staff credentialing is current for faculty at
multiple sites. Oversee maintenance of key information for Division
Head and faculty members regarding medical licensing, DEA
certification, and renewal dates.
--- Creation of UW Medicine Accounts, Medical Staff Onboarding
(MSO) registration, and EPIC training registration
MEETINGS & PRESENTATIONS (5%)
--- Prepare agendas and PowerPoints for quarterly faculty
meetings
--- Coordinate, lead, regularly improve annual merit and promotion
meeting including slides, ballots, and votes
--- Create surveys for feedback through Microsoft Forms
--- Regularly meet with Department team and colleague AHR Managers
on new policies, troubleshooting, etc.
SYSTEMS ADMINISTRATION (5%)
--- Provide technical guidance and consulting, oversee
implementation and use of systems such as Interfolio
--- Coordinate the creation, review, and vetting of system tools in
the Division.
--- Produce training content to ensure efficient and appropriate
use business implications.
--- Oversee and manage a well-organized records management system,
keeping current on compliance issues such as HIPAA.
MINIMUM REQUIREMENTS:
--- Bachelor's degree in a related field AND 2+ years of relevant
administrative and management experience. Equivalent
education/experience may substitute for stated requirements.
Equivalent education/experience will substitute for all minimum
qualifications except when there are legal requirements, such as a
license/certification/registration.
ADDITIONAL REQUIREMENTS:
--- Proficiency with spreadsheets and relational databases (develop
databases, queries and updates).
--- Proficiency in working with University of Washington policies
and procedures and administrative databases.
--- Previous experience and familiarity with Human Resources
policies and procedures and administrative databases such as
Workday and Interfolio.
--- Proficiency with Microsoft Office Suite (Microsoft Word, Excel,
Outlook and PowerPoint) and other web-based programs (e.g.
recruitment and faculty websites). Willingness and ability to learn
how to use proprietary software products.
--- Strong interpersonal skills and customer service. Poised,
professional manner with the ability to express oneself clearly and
empathetically in interactions with others in all forms of
communications, verbal and written, one-on-one and group, etc..
Ability to communicate in a direct and professional manner that
engages dialogue in a manner that resolves differences.
Demonstrated ability to build and maintain positive relationships
and actively contributes as a member of working teams to achieve
results.
--- Ability to work independently, problem solve, take initiative,
set priorities and handle multiple projects efficiently and
effectively. Takes responsibility and initiative to set and meet
the goals, objectives and obligations while representing the
mission, visions and values of the organization.
--- Knowledge of University guidelines and procedures including the
ability to reference them on the UW website when advising Division
staff and faculty.
DESIRED:
--- Previous work experience in an academic university, clinic,
and/or administrative environment.
--- 4+ years support experience.
--- Prior experience with faculty appointments and credentialing
processes.
--- Experience with UW systems (e.g., Workday, Interfolio, MyFD,
etc.) and University procedures.
--- Experience with UWMC and HMC campus locations and systems.
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 HUMAN RESOURCES MANAGER, Human Resources , Seattle, Washington
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