ACADEMIC HUMAN RESOURCES MANAGER

Company: University of Washington
Location: Seattle
Posted on: January 27, 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 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.

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