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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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.
The Department of Family Medicine is recognized nationally and internationally for its excellent programs in clinical care, teaching, and research. We are interested in candidates who are committed to developing and supporting diversity and inclusion in the work and learning environment.
The University of Washington (UW) Department of Family Medicine has an outstanding opportunity for a full time Human Resources Department Administrator. This position fulfills an essential role in central administration of the Department of Family Medicine in WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) Clinical Faculty Affairs managing a wide range of Academic Human Resources activities. The function of this role is vital to the success of the Department in enabling faculty from across the WWAMI region to achieve our mission to improve the general health and well-being of the public through excellence in medical education, research, and healthcare.
This position is responsible for all WWAMI clinical and affiliate faculty appointments, reappointments and promotions in the Department of Family Medicine. The Department has over 1,250 clinical and affiliate faculty teaching in clinics throughout Washington, Wyoming, Alaska, Montana, and Idaho. This position is also responsible for managing over 275 volunteer clinical faculty affairs in King and Pierce counties.
This role involves the ability to orchestrate a high volume of volunteer clinical faculty recruitment and operational activities, understand the complexity and diversity of key human resource knowledge areas, and apply expert judgment and decision making. The Human Resources Department Administrator regularly exercises discretion and independent decision-making authority.
This position is expected to provide a wide variety of faculty and staff support. This position will work closely with a variety of UW HR organizations to include UW Campus HR Operations, UW Integrated Service Center (ISC), the School of Medicine’s (SOM) Academic Appointments and Compensation and Regional Affairs units to include distributed WWAMI clinical teaching site directors, MEDEX NW, and the Department of Family Medicine’s Medical Student Education Section and Family Medicine Residency Network. Under the supervision of the Department’s Human Resources Manager, this position will be trusted to make independent and sound decisions which have significant organizational consequences.
This position is responsible for adhering to and enforcing University and Departmental human resources and compensation policy requiring independent judgment, analysis, and discretion in executing and processing personnel functions. The Human Resources Department Administrator is an expert user of the UW's Workday application. Workday functional responsibilities include managing employment, reappointments, promotions, and training and development for volunteer clinical faculty and student employees. This position ensures that Workday activities are managed accurately and timely, following compliance requirements per State and University regulations. This position is expected to understand, interpret and apply appropriate policy, procedure, and required regulations.
Human Resource Functions: 85%
Manage the recruitment process for volunteer clinical faculty and student hourlies to final hire. Apply knowledge of policies to analyze and recommend appropriate options to stakeholders and site directors/managers. Work closely with the Department Chair, Director, Department Human Resources Manager, and managers on recruitment and hiring operations to ensure they understand university and department HR policies and their roles for a successful recruitment.
Organize, manage and present annual volunteer and affiliate clinical faculty reappointments and promotions to the reviewing committee(s) and the department Chair. Finalize results and notify School of Medicine Academic Appointment and Compensation team of outcome(s).
Draft and track correspondence related to volunteers and affiliate clinical faculty hires, annual reappointments and promotions including tracking requests for letters of recommendation in support of non-mandatory promotions.
Manage and prepare correspondence and certifications of hire for the chair's signature, place UW-ID card orders and distribute hire notification package to clinical faculty.
Liaise with the clinical and affiliate faculty, WWAMI residential and clerkship sites, the Department's Residency Network and Medical Student Education Section, Dean's Office, administrative staff, and other University offices concerning a wide range of clinical faculty issues.
Continuously seek ways to improve systems that transfer and track recruitment information; participates in developing and delivering HR-related trainings as needed.
Consult on organizational complexities, jobs, reporting relationships, and specific roles within the broader context of the School of Medicine and UW’s administration of policies and procedures.
Coordinate with internal stakeholders to ensure that employee offboarding process is completed on employee’s last day.
Manage and process Emeritus faculty hires in accordance with the Department Chair’s guidance and approval.
Create and maintain effective templates, user manuals, spreadsheets and tracking tools to improve organization and effectiveness of HR/Payroll functions for the department, including maintaining up to date templates for appointment, reappointment and promotion letters for clinical and affiliate faculty.
Provide advice and guidance to clinical faculty, hourly students, and their supervisors regarding UW human resource policies and procedures.
Proactive and stay up to date on the latest policies, procedures and central UW HR system changes (Workday, Interfolio, Fis, etc.) as communicated by ISC, and other peer networks to adopt and utilize the latest effective tools and tips, and to ensure departmental compliance.
Manage all relevant Workday processes, work competently and collegiately with UW ISC contacts, school of medicine academic HR staff, department administration and section leadership, departmental hiring managers and fiscal staff.
Develop and maintain Workday reports to establish effective auditing and tracking procedures to ensure correct functioning of personnel actions.
Provide general support to the Department Chair, Director of Finance & Administration, and HR support to the Department HR Manager on volunteer clinical and affiliate faculty relations issues.
Maintain confidential electronic personnel file system, including scanning existing hard copy documents and archives as needed.
Working closely with Department Director and HR Manager to conduct departmental academic HR investigations as necessary. As needed, conduct phone screen interviews and participate in the interview process.
Participate in weekly HR meetings with department leadership to review open actions, challenges and develop/improve better business processes.
Attend weekly/monthly department HR meetings and participate in campus-wide human resources meetings and advocate for Family Medicine’s unique needs.
Supervise student assistant and/or hourly staff in the Administrative Office.
General Administration and Compliance: 15%
Provide staffing support to various department appointment and promotion committees to include assisting with meeting scheduling, reserving meeting space, preparing read ahead materials, providing A/V support, writing meeting minutes, post-meeting follow-up and updating policy and process based on committee recommendations.
Lead and participate in various academic human resource quality and process improvement projects working closely with department, SOM and UW academic HR leadership.
Serve as backup coordinator for organizing monthly/quarterly department grand rounds and supporting the annual Family Practice Update CME course.
Prepare or assist with preparation of various reports and their distribution.
Plan and/or organize department meetings at locations both on and off campus to include preliminary notices.
Maintain cooperative working relationships with senior department leadership and a wide range of internal and external stakeholders from across the WWAMI region.
Perform other duties as required to support the ongoing mission and strategic plans of the SOM and the department.
Bachelor's degree in business or related field; at least two years of high-level administrative experience; equivalent combination of education and experience.
Demonstrated professional level experience with program administration.
Proven ability to maintain confidentiality of sensitive issues and experience with confidentiality, HIPAA and FERPA regulations.
Experience supporting staff HR Operations in an academic setting.
Ability to work independently and as part of a team
Demonstrated experience managing priorities and making independent decisions
Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.
Excellent interpersonal and communication skills (written and oral).
Proficient in Microsoft Word, Excel, and PowerPoint. Ability to write effective, useful, and timely documentation.
Ability to communicate in a diplomatic, friendly, yet effective manner with school and department leadership, faculty, staff, and central campus offices.
Ability to analyze needs, assess potential avenues, and implement creative solutions to ensure a steady flow of high-quality, high-achieving staff.
Highly organized, demonstrate ability to multitask in a consistently fast paced environment in an organized and efficient manner. Self-motivated, flexible, creative, ability to prioritize and be solutions orientated.
Ability to creatively solve problems in order to meet goals and objects.
Minimum two to three years of supervisory experience.
Knowledge of UW human resource and compensation rules, regulations, policies and procedures along with UW administrative systems
Knowledge of HR policies, procedures, principles and practices.
Human resources experience at a large University setting.
Experience with Workday and Lean process improvement.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.