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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
We are pleased to open an HR Specialist: Faculty Affairs & Onboarding position in the Department of Rehabilitation Medicine, within the Chair’s Office.
Under the direction of the Department Administrator, the HR Specialist: Faculty Affairs & Onboarding has primary responsibility for major faculty affairs activities including reappointments (paid and unpaid), promotions, and tenure; annual faculty review process coordination, leave tracking, outside work approvals, site approvals, and Graduate School Faculty appointments. The position also faculty and staff onboarding and participates in faculty recruitment activities including search committee management and candidate interview coordination.
This position involves extensive work at the highest levels of department leadership and coordination with faculty candidates and external institutions. It requires the highest levels of confidentiality, diplomacy, and tact.
The Department of Rehabilitation Medicine is a complex department encompassing academic, clinical, and research divisions. It connects a diverse internal and external network of clinicians, scholars, researchers, residents and postdocs, students, and community leaders engaged with the multi-disciplinary specialties encompassed by “rehabilitation medicine.” One of the top-ranked rehabilitation medicine programs nationwide for nearly 25 years, we provide inpatient rehabilitation care at the University of Washington Medical Center, Harborview Medical Center, Seattle Children’s, and the Veteran’s Affairs Puget Sound Health Care System. In addition, we have several outpatient clinics located throughout the Seattle region. Our highly regarded education and training programs include a residency program in Physical Medicine and Rehabilitation, medical student clerkships, and fellowship training in several areas. We also have degree programs in physical therapy, occupational therapy, and prosthetics and orthotics, as well as a PhD graduate program in Rehabilitation Science. Research is a major Department focus. We are among the nation's leading recipients of funding from the National Institutes of Health (NIH), the National Institute on Disability and Rehabilitation Research (NIDRR), the Centers for Disease Control and Prevention (CIDC), and other federal and state research funding. Our efforts make the University of Washington Department of Rehabilitation Medicine a leader in the field and contribute to a better understanding of the rehabilitation process. The annual budget is approximately $41 million, with $22 million from clinical operations, $11 million from research, $5 million in self-sustaining sources, and $3 million from state, gifts and endowments.
FACULTY AFFAIRS •Develop packets of faculty materials and communications for faculty reappointments, tenure, and promotions processes, including making review materials available to voting faculty •Coordinate and track annual faculty review processes with the Chair and ensure the receipt of required documentation in advance, filing such documentation in department electronic files. Includes collegial teaching evaluations, yearly activity reports, annual conferences, etc. •Oversee annual faculty merit review processes in the department, ensuring accuracy of voting faculty lists and filing of faculty documents in electronic files. •Monitor and maintain electronic files of faculty appointment, licensure, outside compensation, annual review, and other documents within the department(s). •Assist in tracking and managing academic appointments (faculty, postdocs, visiting researchers), visa petitions, and record-keeping. •Run Workday reports to ensure all reappointments are processed and communicated; ensure all appointments are extended as needed and in a timely manner. •Address all issues in a confidential and discreet manner and exercise judgment to solve unusual administrative problems consistent with objectives and policies of the Department, School of Medicine and University and Faculty Code; •Review and advise department faculty and staff on new policies and procedures relating to Faculty Affairs.
FACULTY RECRUITMENT •Support department new faculty search committees, including coordination of meetings, interview and travel schedules, candidate presentations, etc.
ONBOARDING & SEPARATIONS •Manage faculty and staff onboarding and separations in accordance with department, School of Medicine, and UW requirements.
DELEGATED DUTIES •Perform special projects or additional duties as needed by the department; •Assist Rehabilitation Medicine executive leadership in support of operations and centralized services and resources. •Perform other duties as required to support the ongoing mission and strategic plans of the School and the department. •Manage, lead and participate in process improvement projects.
REQUIREMENTS: •Bachelor's degree in English, communications, business, political science, CHID, or related field; at least one year of progressively responsible professional administrative experience; equivalent combination of education and experience. •Demonstrated ability to maintain confidentiality of sensitive issues with tact, discretion, and diplomacy and ability to adhere to regulations concerning maintenance of confidential materials. •Ability to work independently and as part of a team. •Manage priorities and make 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). •Ability to communicate in a diplomatic, friendly, yet effective manner with SoM leadership, faculty, staff, and central campus offices. •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 oriented. •Experience with and confidence using standard software programs, reference management tools, and email. Willingness and ability to learn and use relevant UW systems and programs and other proprietary computer applications, along with new programs as needed. Significant experience with Office (Word, Excel, Outlook) and Adobe Acrobat is very helpful.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •The ideal candidate is creative, enthusiastic, and self-motivated, with the ability to adjust to evolving program needs; use available resources to solve problems; and take initiative regarding suggestions, ideas, or solutions to best meet program and unit goals. •Proven ability to negotiate highly sensitive, political situations for positive outcomes and favorable results. •Knowledge of University of Washington faculty affairs, SOM policies and procedures, and UW administrative systems •Academic human resources at a large University setting. •Experience with Workday and Lean process improvement. •Experience onboarding new personnel in University of Washington environment •Able to maintain a vision of overall program goals while executing individual tasks. •Excellent time-management and organizational skills and the ability to independently manage work priorities across multiple complex projects, meeting stringent timelines. •Able to perform tasks independently with precision, accuracy, and meticulous attention to detail in an intense work environment. •Strong collaborative skills to work with large, diverse groups; strong interpersonal skills; excellent written and oral communication skills; and awareness of ethical and political ramifications of decisions. •Able to responsibly handle high-level confidential information with a high degree of tact, judgment, discretion, and diplomacy.
CONDITIONS OF EMPLOYMENT May require occasional work outside of normal working hours for specific deadlines or special events.
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.