Academic HR Manager - Department of Medicine

Job Description

The Department of Medicine has an outstanding opportunity for a full-time Academic HR Manager.

About this Opportunity:
Reporting to the Academic HR Manager, this position is responsible for the management, oversight, and strategic planning of faculty appointments, medical staff appointments, reappointments, promotions, compliance requirements, annual reviews, evaluations, onboarding, and separation processes for faculty and academic personnel employment programs in assigned divisions. This position is responsible for directing these program operations and processes to meet division and Department goals, using discretion and independent judgment, decision-making and problem-solving skills, flexibility and comfort with ambiguity, and collaboration. This position is accountable for the employment program/process results.

Key Responsibilities:

Academic Human Resources and Faculty Affairs (75%)

• Promotion Process - Advise Division, Administrators, Division Appointment/Merit/Promotions Committees and faculty on promotion process and timelines including recommending methods of data collection/submission ensuring compliance with Faculty Code requirements, and department timelines. Act as the primary point of contact for the assigned divisions with the Department Academic HR team. Develop and implement tracking systems for the faculty appointment, reappointment and promotion processes. Provide management, and facilitation of the Division Promotions materials and related tools. Review proposals and documentation for quality control and prepare them for distribution; ensure compliance with Department deadlines; develop and oversee faculty voting processes. Advise faculty on the critical milestones that must be achieved to obtain an initial academic faculty appointment and subsequent promotion by providing an overview of the departmental and division criteria and creating resource materials, such as discussion and content guides. Serve as an administrative manager for the Divisions’ appointment/merit/promotions committees, ensuring the guidelines are up-to-date, compliant, and address the expectations related to promotion within the Department of Medicine.

 

• Faculty and Academic Personnel Appointments & Reappointments - Manage faculty and academic personnel (i.e. fellow appointments, postdoctoral fellows, and clinician researchers, etc.) recruitments, faculty search committees, appointments and reappointments within assigned Division(s) in the Department of Medicine. Manage recruitment and appointment process from hiring plan and posting an advertisement to the final hire and relocation for successful candidates (multiple ongoing searches at multiple sites of practice). Intensive communication with division management/staff and faculty, including interpreting policies, in order to assure accurate and timely completion of required materials for recruitments and appointment packages; troubleshooting and resolving difficulties that arise in any aspect of the appointment. Review and advise Divisional staff and faculty on new policies and procedures relating to clinical and affiliate courtesy faculty. Interact directly with the Department Academic HR team on issues related to appointments and renewals/reappointments.

 

• Medical Staff & Practice Plan Appointment Coordination - Manage/coordinate medical staff credentialing and practice plan appointments to ensure that faculty members appointed within the Division are able to provide clinical services in conjunction with their approved faculty appointment. This position acts as the Divisions’ expert and is responsible for the management and oversight of the medical staff appointment/credentialing process for clinical faculty. This area of responsibility requires a high level of knowledge and understanding of the credentialing process to effectively manage and oversee this highly regulated and essential component of faculty appointments. In management of practice plan appointment process this position maintains a high level of knowledge and understanding of both the UW Physicians (UWP) practice plans.

 

• Faculty Review Process - Partner with Department Academic HR team, Division Heads and faculty on Faculty Annual Conference processes to ensure compliance with Faculty Code requirements and University deadlines; assist with faculty voting process. Assist division staff in management and tracking of clinical peer/teaching evaluation data, updating 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 adhere to the UW faculty code and are scheduled according to the required timeframe for each faculty title.   Provide guidance to Division Heads and Division Administrators and support staff in preparing, scheduling and writing up annual reviews. Compose correspondence for Division Head’s signature for all personnel actions (e.g., endowed chair appointments).

 

• Program Management - This position must build, manage, and enhance complex working relationships with internal and external entities and have strong interpersonal communication skills in order to document policies, provide advice, and work with faculty and administrative team members in each setting.  Provide direction and recommendations to internal divisions, and external partners at Fred Hutchinson Cancer Center, Veteran’s Affairs Puget Sound, Seattle Children’s, and more, and all clinical practice locations for areas of position responsibility. Act as liaison with delegated authority and independent decision making to prospective candidates in partnership with DOM Academic Human Resources (AHR), UW Office of Medical Staff Appointments (OMSA), Children’s University Medical Group (CUMG) and between faculty, division personnel, and Division Heads. 

Problem Solving and Process Improvement (15%)

• Build trust with division leadership in order to facilitate smooth AHR processes and process improvement. The AHR group views trust building to include responsiveness, transparency, admitting when knowledge is lacking, and following up on what has been promised.
• Proactively research and resolve questions regarding how to approach ambiguous or complex academic HR actions at the lowest organizational level, escalating issues to various UW offices as necessary, and involve partners from DOM AHR and other relevant offices when required.
• Engage in continuous process improvement to identify and implement efficiencies and develop resources.
• Create process guides and tools to document and support key functions and activities. Distill information from multiple sources into concise communications and products.
• This position will evaluate and monitor the needs of the Academic HR program and will initiate/refine new and existing systems as the program evolves. Actively guide process improvement efforts to improve the efficiency and effectiveness of the Department and client Divisions.  Participate in process improvement initiatives in the Department, School and UW.  

 

Special Projects & Other (10%)

• Plan and complete special projects as assigned, independently or as a member of a team.
• Participate regularly in professional activities to keep abreast of changes and new policy developments. Participate in University offerings and trainings, including Office of Academic Personnel Forums and HR Community of Practice monthly meetings.
• Additional duties as assigned.

Required Qualifications:

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications:

• Bachelor’s Degree in Business Administration, Communications, Higher Education or a related field and a minimum of 3 years’ experience with progressive responsibility in human resources or related field 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.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications:

• Demonstrated dedication to equity, diversity and inclusion.
• Demonstrated thorough knowledge of AHR policies, procedures, principles, and practices, or equivalent transferrable experience in an area such as personnel and salary administration, recruitment, or program administration. 
• Solutions-oriented, demonstrating strong initiative and follow-through.
• Ability to thrive and prioritize while working with a high volume of work, concurrent projects and critical, time sensitive deadlines with consistent accuracy and attention to detail. A flexible and open mindset is essential.
• Ability to exercise high degree of judgment and handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.
• Excellent written and verbal communication skills, and proven organizational and interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization.
• Proficiency with Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint) and other web-based programs.

About the Team:
The Department of Medicine is the largest department in the School of Medicine with over 3900 staff, faculty, trainees and students and an annual budget of approximately $600,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialties divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Centers (UWMC-Montlake and UWMC-Northwest), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.

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Compensation, Benefits and Position Details

Pay Range Minimum:

$81,204.00 annual

Pay Range Maximum:

$106,140.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

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.