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The Department of Otolaryngology is a clinical academic department of the University of Washington School of Medicine (SOM) which is part of UW Medicine. The Department provides patient care services at Harborview Medical Center (HMC), University of Washington Medical Center (UWMC), Seattle Children’s Hospital (SCH), Veterans Affairs & Puget Sound Health Care System (VA), Northwest Hospital (NWH), and Seattle Cancer Care Alliance (SCCA). The Department is actively involved in clinical service, research programs, residency training programs and educational programs, and includes oversight for the Virginia Merrill Bloedel Hearing Research Center. The department employs approximately 50 total regular faculty, research and clinical fellows, 25 residents and ACGME fellows, and 20 staff.
The Department of Otolaryngology currently has an outstanding opportunity for a Faculty Affairs and HR Specialist. Reporting to the Academic Affairs and Human Resources Manager, this position is responsible for collaborating with staff and faculty on It is a position that functions as part of the team that manages Academic and Staff Human Resources operations for the research divisions, programs and centers in the Department of Otolaryngology Head & Neck Surgery.
The Faculty Affairs and HR Specialist regularly exercises discretion and the ability to continuously integrate information gathered from a variety of sources to successfully fulfill the duties of the position. The work environment is dynamic, and requires the ability to quickly determine priorities and make sound decisions while multi-tasking.
The Faculty Affairs and HR Specialist is required to provide a respectful, supportive, and confidential environment for all employees. This position requires the ability to maintain a professional demeanor while dealing with highly sensitive and confidential issues in a timely manner.
RESPONSIBILITIES: Academic Human Resources Support Faculty Appointments & Promotions:
Manage the courtesy clinical appointment process including receiving, reviewing and ensuring the accuracy and completeness of documents related to courtesy appointments and creating ballots for faculty votes
Manage the non-ACGME Fellow appointment process including receiving, reviewing and ensuring the accuracy and completeness of documents related to non-ACGME Fellow appointments and creating ballots for faculty votes
Support the report of participation and annual reappointment process for courtesy clinical appointments, duties include tracking responses, sending follow up for annual survey, collecting CV’s and providing reports for analysis
Under the direction of the Academic Affairs and HR Manager, assist with correspondence and paperwork necessary to complete faculty appointments
Create and distribute faculty ballots
Responsible for mandatory promotions initiating paperwork, prepared and submitted to meet deadlines; with HR Manager, ensure that junior faculty packets are complete and satisfactory prior to submission
Responsible for credentialing faculty and non-ACGME Fellows at all sites of practice, including annual clinical appointments, appointment/status changes, and regularly recurring reappointments
Manage the annual review processes (including mandatory reviews by rank level, implementing appropriate tools and protocols) by working with Chair’s assistant
Contribute to annual merit review process, implementing appropriate tools and protocols
Outside Work Approval
Under direction of the Academic Affairs and HR Manager, manage the Outside Professional Work approval process for faculty and staff in the department
Manage electronic filing system converting staff and faculty personnel files to electronic
Coordinate an annual process to update faculty data which includes sending communication and their profiles for updates and collecting CV’s
Perform regular audits of faculty and staff data
Ensure personnel files are kept in a consistent manner
Perform regular audits of shared drive to maintain consistent, accurate, and organized records.
Primary contact for assigned faculty in regards to day to day support as part of full cycle academic appointment and onboarding including but not limited to: onboarding, booking travel, letter edit/copy/mail/fax/scan and reimbursements
Other duties as assigned
Staff Human Resources Support
Collaborates with the Department HR manager with the full scope of recruitments for permanent, temporary and hourly staff positions including the creation of job descriptions and creation of compensation change forms.
Independently review and input all details into Workday, the UW’s Human Resources & Payroll system of record. This position will also uses a UW proprietary system, UWHires, for job requisitions (both hourly and monthly paid.)
The HR Manager partners with the Academic Affairs and HR Manager to review resumes, conduct phone screens, develop interview questions, participate in interviews, conduct reference checks, extend job offers, process new hire paperwork and coordinate onboarding.
Volunteer and Student Workforce
Manage tracking and management of volunteers and student workforce members. Coordinate with staff, supervisors, division administrators, and faculty to assist with volunteer and workforce member tracking and management.
Develop the required forms and records for volunteers and student workforce members in compliance with Department, School of Medicine, and University policies and procedures.
Maintain and request Department training records for new and existing workforce members.
Ensure compliance with University, Department, and School HR policies, as well as applicable state and federal laws throughout the hiring and onboarding process. This includes I-9 verification, E-Verify, HIPAA training registration and GLACIER administration for international employees
Time and Leave Management
In collaboration with the Payroll Analyst, manage time and leave actions submitted in Workday. Perform regular audits as needed and communicate routine reminders to employees and supervisors as appropriate
Administrative: Perform administrative duties, as needed, including but not limited to:
Responding to inquiries and directing calls and emails, office fax/copying/filing, participate in Department Central Administration projects, activities, and meetings
Perform related duties as assigned
REQUIREMENTS: Bachelor’s Degree and two years of related experience including at least six months of experience in a human resources or related setting OR equivalent education/experience.
ADDITIONAL REQUIREMENTS: Must be proficient using Microsoft suite of products including Excel, Word, email etc. Outstanding organizational skills and strong initiative and follow-through. Excellent problem solving, detail orientation and ability to adeptly manage multiple priorities. Strong data entry skills and ability to use database tools. Strong interpersonal skills and ability to communicate effectively at all levels within an organization. Ability to maintain positive work atmosphere and handle confidential or sensitive information.
DESIRED: Proficiency with UW HR/Payroll systems, including Workday and UWHires.
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.
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