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 Department of Neurological Surgery specializes in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine. We also co-direct the UW Medicine Neurosciences Institute and house The Sports Institute (TSI), an institute created in partnership with the NFL. Our physicians practice at Harborview Medical Center, UW Medical Center-Montlake Campus, Seattle Children's Hospital, UW Medical Center-Northwest Campus, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, the department has one of the premier academic training programs in the world. We have an outstanding research program ranging from spine regeneration to brain computer interfaces and a broad array of clinical trials.
RESPONSIBILTIIES: Faculty Appointments and Visitors/Observers
This position will serve as the departmental expert for academic appointments. They will Independently manage, coordinate, and complete all aspects of new faculty appointments for assigned new regular faculty positions; clinical faculty, research faculty, and other academic titles including lecturer and teaching associate;
Serves as the departmental expert on academic personnel policy and procedure compliance including, dissemination of information from UW Medicine, Compensation Office, Benefits Office and Academic Human Resources Office.
Manages faculty searches and Interfolio requirements, including independent correspondence with candidates; works with candidates to make all travel arrangements and sets the interview itineraries; meets/greets the candidates and escorts to appointments as needed; maintains position as a point of contact for candidates during the visit and ensures all expenses are submitted and paid.
Writes draft offer letters and send out letters under the Chair and Vice Chair’s direction
Coordinates new faculty orientations and prepares/updates materials for on-boarding and off-boarding.
Ensures faculty are credentialed appropriately and on time with medical staff appointment office
Manages all aspects of faculty credentialing, HR actions in Workday, on-boarding, and off-boarding
Prepares a weekly report to the Chair and Vice-Chair of the current status of recruitments, positions, visas, and other HR items in the department.
Manages the coordination of complex visa applications; works with persons coming from outside the US, for employment, internships, or research opportunities with UW; assist the prospective visa holder with logistics required to work in the US, the UW, and the Department. Interfaces very closely with the International Scholars Office and the SoM Administrative Business Center for successful outcomes.
Manages the department observers/visitors program; works closely with applicants and the Medical Director’s office on visas and program requirements to ensure a successful learning opportunity.
Tracks and reports status of visa expirations and possibilities for renewal including the cost to the department.
Staff Human Resources Management
Under direction from the Associate Director, manage and enter staff HR transactions in Workday and UW Hires; salary offers, FTE changes, compensation changes, hiring, terminating, etc.
Draft offer letters for new hires based on the appropriate classified or professional staff classification and send them to the Assistant Director for review.
Track and ensures all staff, students, and volunteers have completed required UW training.
Provide supervisors with web links for best practices for interviewing and hiring candidates, including legal and UW policies and processes.
Document hiring processes including developing and providing procedural instructions and guidance for successfully navigating the many offices that review and determine final classifications.
Make sure that the supervisors are following the hiring structure.
Conduct phone screens for central administrative positions, schedules interviews, and tracks feedback from interviewers
Manages the department’s policies and updates for best practices associated with UW Diversity, Equity, and Inclusion initiatives and requirements.
Manage central admin employee appreciation program and events
Faculty & Staff Services
Identify process improvement areas in the department, write proposals, implement plans, and evaluate results to ensure the department is compliant with all hiring and onboarding requirements.
Manage content updates to the Department’s Intranet and ensure HR information for faculty and staff are audited and updated regularly; develop calendars; content ideas; annual reminders.
Manage the department employee tracking and retention tracker; prepare reports and up-dates regularly.
Serve as the Department’s Floor warden
Maintain staff emergency contact list
Other Duties as Assigned
Bachelor's Degree in Communication, Business or General Studies
4 to 5 years of work experience
Successful history and ability to work on large, complex projects in a deadline driven environment.
Proven expertise at managing both academic and staff human resources at a UW departmental level
Record of engaging in and managing faculty leave program, accommodations, grievances and other issues that may arise.
Must be a self-starter who works successfully from stated goals without instruction.
Must be able to work independently with exceptional organizational, planning, time management skills and initiative.
Must also be able to work as a member of a team and to lead teams to successful outcomes
Excellent written and verbal communications skills
Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.
Strong organizational skills, ability to organize and complete tasks and projects independently, effectively and efficiently.
Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems.
Solid working knowledge of Microsoft Office™ desktop applications.
Proven customer service orientation with demonstrated interpersonal communication skills.
Ability to work with diverse people with tact, diplomacy, discretion and sensitivity.
Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
Experience with Workday
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.