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The Division of General Internal Medicine has an opportunity for a full-time Human Resources Manager for staff. This position will provide HR manager functions for a large, complex division with staff, fellows and students within the University of Washington’s Department of Medicine. This role is responsible for acting as a liaison with the Department of Medicine as it relates to staffing and payroll management.
This position will provide leadership and proactive just-in-time guidance and advice for a broad range of HR functions including position development, recruitment, performance management, employment law, onboarding and exiting employees. This position will liaison with the Department of Medicine and collaborate with the department regarding University, School, and Department policies and procedures.
The HR Manager will assess, prioritize, and triage various projects and issues. The HR Manager 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 Administrator and Division Head informed of progress on current projects, initiatives, and issues needing immediate attention. The HR Manager works directly with the Administrator to ensure policy compliance in a variety of areas.
This position serves as the expert for staff human resources. The HR Manager is responsible for providing confidential, professional guidance to the GIM Administrator and Division Head as well as Principal Investigators and Supervisors. This position requires discretion, exercising independent judgement, and decision-making authority in handling confidential administrative, personnel, and other issues related to the Division.
The Division of GIM currently has 85 staff. Staff recruitments occur throughout the year to fill staff positions at multiple sites, including UWMC, HMC, and other locations throughout Seattle. The HR Manager position must have up-to-date knowledge of policies and procedures regarding staff employment and compliance. This position processes ~30 staff requisitions (including hourly/temporary and student appointments) and ~5 staff reclassifications or promotions every year. This position is crucial for the success of the faculty and staff in keeping operations and research running smoothly.
GIM conducts activities at the UW Medical Center (Montlake and Northwest Hospital), Harborview Medical Center (HMC), the VA Puget Sound Health Care System (VAPSHCS), and VA Boise, with research sites located at multiple locations across Seattle. Faculty and staff are spread over ten plus sites.
The HR Manager interacts with all levels of University of Washington employees to ensure the essential functions of the Divisions are being carried out. The HR Manager communicates between the department, school, medical centers, affiliate groups, central UW administration, faculty, and staff. This position is essential in working with GIM Principle Investigators and Supervisors on recruitment requirements and for performance management. A delay in any of these processes ultimately impacts the productivity of staff and faculty in the Division and could jeopardize research programs ability to meet project goals.
The Division of General Internal Medicine (GIM) is considered to be among the top five Divisions of General Internal Medicine in the nation. The Division has a workforce of nearly 500, with 375+ faculty members who are known for their outstanding research, teaching and patient care. GIM is the largest division in the Department of Medicine and includes both clinical and research functions and operates on a total annual budget of over $80m. Over 40 faculty conduct research with 85 staff supporting research programs.
Duties & Responsibilities
Advise and strategize with hiring managers regarding staffing options available to fill their need
Oversee and manage staffing recruitments (i.e. temporary and regular professional and classified; grad student and student assistants)
In partnership with hiring managers develop, modify and finalize job descriptions, initiate position requests, oversee recruitment processes and finalize hires
Implement diversity, equity and inclusion (DEI) strategies in divisional staff recruitment
Provide expertise on standard hiring processes (i.e. interviews, candidate reviews, reference checks, and compliance with best practices at UW)
Facilitate new hire onboarding and related processes
Process terminations in the Division
Conduct exit interviews
Actively participate in Division and Departmental process improvement efforts and serve as an expert on HR processes, providing shared services to the Department of Medicine
Develop, implement and maintain division policies and procedures in relation to recruitment, position reviews, onboarding, staff orientation and off-boarding.
Residents, Fellow and Postdoctoral Scholars
Coordinate with Fellowship administrators to ensure offer letters, appointments, visas, and all Workday processes are complete for approximately 12-15 residents/fellows and postdoctoral scholars each year.
Coordinate with Department of Medicine HR to facilitate timely entry of new appointments and reappointments.
Compensation & Position Review Process
Provide guidance and knowledge to supervisors on setting compensation for new hires and compensation requests
Analyze and review salary comparisons ensuring internal equity within the division
Oversee and initiate TPI/TSI’s in Workday, work with manager to create justifications, ensure the TPI/TSI’s align with requirements set by UW Compensation
Review and process FTE requests
Manage staff reclassification processes (i.e. reviewing all paperwork; provide edits and guidance of any changes and submission of all documents to DOM HR)
In partnership with managers, initiate and process position reviews (i.e. review old JD and new, ensure job profile/duties are in alignment, provide edits, etc.)
Track position review requests and communicate with DOM HR and UW Compensation office regarding specific inquiries
Employee Relations & Development
Direct and manage staff performance evaluation process (i.e. send, receive, review and file docs, etc.)
Ensure performance reviews comply with UW HR and Departmental processes
Oversee appropriate distribution to supervisors in the Division
Guide managers on best practices in conducting performance evaluations
Advise and council managers on best practices on employee relations
Work with supervisors and staff on resolving employee relations issues
In partnership with managers, create corrective action plans and progressive disciplinary actions when appropriate
Oversee and process layoffs and/or furloughs for the Division for Campus HR review
Consult DOM HR as necessary
Facilitate and provide resources for employee development options
Promote continuing education opportunities for managers and staff
Evaluate and implement low-cost staff development strategies to enhance staff satisfaction and drive staff growth and retention.
Direct the work of a Budget/Fiscal Analyst managing Division payroll and its relation to leave management
Oversee leave management within Division with respect to UW leave policies and Workday payroll system
Advise employees on leave policies and parameters ensuring compliance
Provide knowledge to employees about consistency of leave interpretation and application within the Division
Coordinate with Central HR leave specialists and the Department of Medicine
Manage 1 FTE (Budget/Fiscal Analyst) who manages Division payroll (staff payroll and leave management in Workday) and travel reimbursements)
Implement and monitor annual performance and address any performance issues as needed
Set core competencies
Develop clear position expectations
Oversee and manage a well-organized records management system, keeping current on compliance with the University policies and in line with the approved scanned file plan.
Work closely with the Division Administrator and Department HR to ensure Division policies and procedures align with University standards and state and federal laws related to human resources.
Other duties as needed.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Bachelor's Degree in Business Administration, Human Resources, Public Administration, Healthcare Administration or related field and at least 3 years of experience.
3 years prior administrative experience in an academic, healthcare and/or administrative environment.
Prior experience with staff HR recruitment, performance management, disciplinary processes and/or responsibilities as hiring manager. Requires diplomacy skills and ability to manage confidential information in a professional manner.
Experience working within higher education and/or healthcare environment.
Excellent oral and written communication skills.
Proficient in MS suite of software including Word, Excel, Outlook email, etc.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Demonstrated ability in working with University of Washington policies, procedures and administrative databases such as Workday.
Knowledge of UW employment types and associated HR activity for life cycle and recruitment management.
Experience working within both union and non-union environments.
Experience working with research faculty and staff.
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.