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The University of Washington’s Division of General Internal Medicine (GIM) has an outstanding opportunity for a full-time Manager of Program Operations – Academic Human Resources Manager (AHR Manager). The department of General Internal Medicine is considered to be among the top five Divisions of General Internal Medicine in the nation. GIM is the largest division in the Department of Medicine. The Division has a workforce of nearly 500 including 375+ faculty members who are known for their outstanding research, teaching and patient care and nearly 100 non-faculty staff members. The Division conducts its activities at the UW Medical Center (UWMC-Montlake and UWMC-Northwest), Harborview Medical Center (HMC), the VA Puget Sound Health Care System (VAPSHCS) in Seattle, and the Boise VA Medical Center (Boise VAMC) in Idaho, with research sites located at multiple sites across Seattle.
The Division’s Clinical Practice at UWMC and HMC generates gross billings of $12+ million annually derived from 7 total outpatient clinics and 3 inpatient services. The UW section includes 2 outpatient clinics, the General Internal Medicine Center and Women’s Health Care Center at UWMC-Roosevelt, as well as hospitalist/consult services at UWMC-Montlake and UWMC-Northwest, and coverage inpatient ward attending services at both hospitals. The Division’s Clinical Practice also includes five outpatient clinics at HMC, hospitalist/consult services at HMC, and coverage for inpatient ward attending services at HMC for which the Division receives several million dollars. Over 240 faculty participate in the Division’s clinical activities. In addition, the Division's research generates over $15 million in external funding awards each year.
The AHR Manager will provide direction and control over the Academic HR program and oversee the administrative staff managing the Hospital Medicine 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.
General Internal Medicine is the largest division within the Department of Medicine, comprised of nearly 500 faculty and staff, of which 375+ are faculty working on a complex combination of clinical service, research, and teaching, across five medical centers and multiple clinics and research locations. This position is responsible for ensuring we have the faculty on board, according to strict timelines and properly credentialed, 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. The Division processes nearly 100 faculty appointments and/or promotions each year.
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.
The AHR Manager administers operations related to the Academic HR program including assessing, prioritizing and triaging projects and issues, developing methods and strategies to carry out projects and manage them to completion on behalf of the Division Head and the Administrator. 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).
ACADEMIC HR PROGRAM ADMINISTRATION - 60%
Manage and provide oversight and direction of all aspects of the Academic HR program for the Division of GIM:
Recruitment, appointment, reappointment, and promotion processes
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.
Direct and manage the faculty review process and processing of faculty leaves.
Determine, lead, improve, and implement Division-wide system tools that will provide a more efficient process in managing Academic HR activities:
Implementation and management of the Division faculty online database and tracking systems to manage national search committees and recruitments, appointments, reappointments, promotions, compliance requirements, annual reviews, evaluations, onboarding, and separations.
Continuously evaluate and monitor the needs of the Academic HR program and initiate/refine new and existing systems as the program evolves.
Provide administrative and technical expertise, using appropriate tools/resources and overseeing their implementation and use.
Authorize appropriate content of the new intranet and faculty online database. Provide support in using the new system tools.
Manage new database security policies, save time and effort for staff and faculty, and focus on higher business priorities that directly supports and enhances the School of Medicine’s mission: Meeting the health care needs of our region, especially by recognizing the importance of primary care and providing service to underserved populations; advancing knowledge and assuming leadership in the biomedical sciences and in academic medicine.
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). Manage annual reappointment, merit, promotion and leave processing.
Ensure faculty recruitments comply with University, State and Federal hiring practices (advise and guide search committees and administrative staff).
Ensure adherence to faculty code, academic HR policies and procedures governing the University and Department of Medicine procedures. Compose offer letters on behalf of the Division Head related to recruitments, ensuring language reflects current agreements regarding position expectations for each site of practice.
Develop and provide onboarding presentations for newly hired faculty members including orientation, computer and systems access requests, parking, billing and documentation.
Manage the faculty reappointment, merit, and promotion process. Review proposals for quality control and prepare them for distribution; ensure compliance with University deadlines; develop and oversee faculty voting process. Compose justification letters on behalf of Division Head for all personnel actions. Advise faculty on promotion process and timelines including recommending methods of data collection/submission ensuring compliance with Faculty Code requirements, University and School of Medicine timelines. Develop tracking systems for the faculty appointment, reappointment and promotion processes.
Direct and manage the faculty review process. Receive and review proposals and oversee appropriate distribution; ensure compliance with Faculty Code requirements and University deadlines; develop and oversee faculty voting process. Oversee 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. Compose justification letters for Division Head’s signature for all personnel actions.
Lead the Faculty Affairs Team (FAT). FAT consists of six to seven members (administrative and program coordinators, students, and managers) who have varying responsibilities in preparation for the Division’s annual Merit, Promotion, and Reappointment (MPR) review meetings, and the Faculty Review (annual, biennial, and triennial review) meetings. The AHR Manager is responsible for scheduling one to three FAT meetings in the fall and winter. During these meetings, the Associate Administrator will review with all members the previous year’s successes and challenges, the current year’s goals and challenges, and solicit team feedback and plan for process improvements or changes to implement on the current year. The Associate Administrator is responsible for ensuring the team is on track with their assigned tasks and resolves issues as needed.
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.
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).
Administer career development and mentoring support. Provide guidance to acting/clinical faculty on which type of faculty title or combinations of titles will allow an individual to start to seek independent grant funding, or allow them to function independently clinically. 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.
Oversee visiting faculty appointments. Ensure proper materials and new appointment paperwork is in place.
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.
Resolve complex queries and faculty complaints through in person, phone and written communication.
Participate in School and Division-wide process improvement efforts (such as Interfolio) as needed, and division AHR team meetings.
Assess and anticipate needs of faculty and identify appropriate administrative support.
HOSPITAL MEDICINE PROGRAM ADMINISTRATION - 25%
Development of centralized resources for the Division's Hospital Medicine Program (faculty providing services at 4 Puget Sound hospitals) including:
The AHR Manager must present a professional and reliable front line contact for the Division of GIM 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 Associate 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.
Manage the Hospital Medicine Program recruitment for multiple clinical sites including UWMC-Montlake and Northwest, HMC, and VAPSHCS. The Hospital Medicine Program recruitment generates an average of 60 applications annually, with extensive interview scheduling and meet-and-greets for candidates across all sites.
Responsible for establishing, documenting, and maintaining written procedures regarding all aspects of Hospital Medicine operations in coordination with department-wide policies and procedures.
Oversee development of standardized tools for managing tasks such as new faculty orientation and organize such tools for easy access by team members.
SYSTEMS ADMINISTRATION - 10%
Development of centralized resources for the Division by expanding content and services including (but are not limited to):
Develop and maintain Division intranet and online faculty database management, SharePoint and OneDrive.
Provide technical guidance and consulting, oversee implementation and use.
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.
Responsible for establishing, documenting, and maintaining written office procedures regarding all aspects of section operations in coordination with department-wide policies and procedures.
STAFF SUPERVISION - 5%
Supervise 3 full-time staff members - including but not limited to:
Direct priorities of staff.
Coordinate staff workloads.
Responsible for training of new staff and continued staff development.
Conduct annual Performance evaluations.
Administer disciplinary actions when appropriate.
Ensure the correct and proper maintenance of personnel files, including vacation/sick leave records and related supporting documents. Ensures appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor’s degree AND 4+ years of relevant administrative and management experience.
Proficiency with spreadsheets and relational databases (develop databases, queries and updates).
Proficiency in working with University of Washington fiscal 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.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Previous work experience in an academic university, clinic, and/or administrative environment.
6+ years clinical/administrative 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.
CONDITIONS OF EMPLOYMENT
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 Workforce 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.