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.
The purpose of this position is to provide operational support to the staff program in the Department of Anesthesiology & Pain Medicine (APM). The Staff HR Ops Manager will report to the HR Administrator. Our customers are the entire staff population in the department and our daily mission is to keep all the staff and students of this large clinical department able to show up and walk into the clinic, lab or office on any campus and perform in their jobs smoothly and seamlessly with no administrative glitches; to be paid accurately and on-time; and to have their out-of-the ordinary HR issues managed.
We also make it our daily mission to ensure that all staff and students are compliant with all rules, regulations and guidelines that govern their particular position, that they feel welcome and know where to go for assistance with their HR needs. We want to help ensure our Workforce has a good experience at work – they feel their job and contributions matter, they are respected and valued, and there is a sense of camaraderie that pervades our department. To that end, the HR team is the centralized department resource for employee morale and engagement.
The Staff Ops Manager must be able to appreciate, initiate, plan and manage improvement projects for the staff HR team. They must be a respected individual with the department as well as for customers outside of the department. The need for acting independently within the scope of position is paramount. They must have the ability to understand, plan and do "the next thing" with only broad oversight.
This position’s duties will be in four broad categories: •Operational Management of Department’s Staff Employment Program = 50% •Workday and Payroll Operations Management = 30% •Employee Engagement & Facilitating HR Team Improvement Projects = 20%
Our non-faculty (staff) customer base is approximately 90, who work across six locations within UW Medicine. These individuals provide managerial, administrative, technical and research support to the faculty and programs in the Department. Staffing activities for the department is high volume and complicated.
The individual in this position must have strong oversight and management skills, the ability to independently initiate, implement and prioritize program priorities and projects, dedication to accuracy and demonstrated ability to meet deadlines, regardless of multiple on-going domains of work. Organization and management of multiple priorities for timely throughput is essential to success.
Anesthesiology & Pain Medicine (APM) is one of the largest departments in the School Medicine with 245 clinical and research faculty members, 110 residents, 38 Postdoctoral Scholars and ACGME Fellows, 90 staff members, and 115 affiliated clinical faculty members.
The Department works at 6 University or University-affiliated clinical sites: UWMC – Montlake; UWMC- Northwest, Harborview Medical Center, Seattle Children’s Hospital, the Veteran's Affairs Puget Sound Health Care System (VA) and Seattle Cancer Care Alliance (SCCA). In addition, the extensive and well-funded APM research is conducted at South Lake Union (SLU), Children’s Research Institute (CRI) and at labs in the Health Sciences complex.
The Department of Anesthesiology and Pain Medicine is a diverse group of clinicians, educators, researchers, trainees and staff who unite to advance medicine and healthcare through clinical care and innovation, research and education.
We believe every member of our team enriches our ability to achieve our mission by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. We are committed to enhancing the diversity of our department and providing a safe and inclusive space for our faculty, staff and trainees. We strive to create an equitable and inclusive environment where all feel valued, heard, and respected. We work together to sustain the excellence that is a hallmark to APM as we seek to recruit and retain a diverse workforce that is a reflection of our commitments to serve the diverse people of Washington and the WWAMI region and to fulfill the School of Medicine’s guiding principles.
POSITION RESPONSIBILITIES Operational Management of Department’s Staff Employment Program = 50% •Oversee APM staff and student employee life-cycle from recruitment to separation including •Provide expert review of all hiring intake forms: •Determine if complete and accurately described •Work with managers/administrators to collect missing information or change of focus •Manage updates and upgrades to Intake form •Assist and collaborate with the HR Administrator in consultations with supervisors re. staffing plans and approaches to staffing needs, provide alternatives as necessary; •Write and/or review initial Job Descriptions and compensation forms. Revise as necessary; Prep all Job Descriptions and forms for hiring prior to final review by HR Administrator •Oversight of hiring tracking; ensuring timely throughput and following up at bottleneck points •Work with HR Administrator on managing graduate student employment appointments within the Department •Work with HR Assistant, ensure that all hiring, on-boarding & off-boarding requirements are met in a timely and efficient manner. This includes, but not limited to background check, I-9 coordination, costing allocations and systems’ accesses •Manage the New Staff Cultural Orientation; ensuring that information is kept up-to-date; work with HR Assistant to coordinate speakers and organize quarterly sessions. •Manage the annual Performance Review Process. Work with HR Team to coordinate and monitor the process each year •Establish expertise in Performance Review philosophy and systems and provide leadership to Performance Review process improvement efforts. •Manage employee off-boarding process •Maintain close collaborative relationships with key partners in central administration, including central HR, Total Talent Management, HR Leaves, and HR Compensation.
Workday and Payroll Operations Management = 30% •Serve as primary reviewer for all worker, position, and compensation actions as holder of the following Workday security roles: HR Partner, HCM Initiate 2, Time & Absence Initiate, I-9 Coordinator, Costing Allocations Coordinator •Manage Workday activities and ensure accuracy as well as completion by deadlines; tracking tasks through reports as needed; continually assess processes and throughput •Oversee the payroll operations for the department staff, working with the HR Assistant to complete all transactions for timely and proper payment •Understand leave rules and provide on-going expertise and support around leave and time entry; work with HR Assistant to monitor/audit time & leave •As delegated by the HR Administrator, manage security role and supervisory org change requests •Be or become department Workday expert; Serve as a department Name Support Contact, working with the Integrated Service Center (ISC) to troubleshoot Workday problems/errors
Employee Engagement & Facilitating HR Team Improvement Projects = 20% •Participate in Department’s Employee Engagement team •Manage Department’s Combined Fund Drive activities •Work with HR Administrator to determine staff HR team “next steps” in improvement of processes and systems •Support the HR Administrator in developing and maintaining internal “best practice” guides for HR processes •As needed, in place of HR Administrator, represent APM HR at internal and university-wide HR related meetings
REQUIRED QUALIFICATIONS Education: BA in business, health services management, psychology, sociology, or other applicable areas of study Type and Years of Experience: Minimum 2 years’ experience in human resources administration; Equivalent education or experience may substitute in some cases
OTHER REQUIRED QUALIFICATIONS •Demonstrated customer service to a variety of customers, both junior as well as very senior customers •Demonstrated ability to handle high volume of activity, meeting deadlines and prioritizing effectively •High degree of organization •Able to learn new systems and technologies quickly •Exercises excellent professional judgment; e.g., knows when to seek guidance and when to act independently •Comfortable using Microsoft suite of products, including MS Teams
DESIRED QUALIFICATIONS •Prior experience using UW Systems including Workday and UW Hires •Prior experience with UW Payroll & time-keeping •Experience working within the University setting •Excellent writing capability; understands how to create and fashion a job •Ability to manage and/or facilitate projects and project improvement activities
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.