Location: Seattle, Washington
Type: Full Time
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Department of Medicine: Gerontology and Geriatric and Pulmonary, Critical Care and Sleep Medicine has an outstanding opportunity for Human Resources and Administrative Specialist.
This position is responsible for managing and organizing numerous projects and initiatives within the Divisions of Gerontology and Geriatric Medicine and Pulmonary, Critical Care and Sleep Medicine. This individual will act as a confidential liaison between the Division Heads, Division Administrator, faculty and many internal and external constituents including high level university and hospital administrative departments.
Working with Division leadership teams, the Human Resources (HR) and Administrative Specialist will be responsible for providing support across two academic divisions of the Department of Medicine. The two divisions are co-managed with an integrated administrative staffing structure under one division administrator and comprise of >150 faculty, multiple research centers and programs, five training programs with clinical services across UW Medicine. This position will manage administrative operations pertaining to staff and academic human resources and site operations. The HR and Administrative Specialist will establish protocls for moving projects forward, communicating and initiating involvement of appropriate individuals and offices, developing timelines and keeping Division leadership teams appraised of progress, identifying and resolving barriers to progress and meeting deadlines.
The Division Head and Division Faculty represent the University of Washington in many capacities regionally, nationally, and internationally. The HR and Admininistrative Specialist works with the Division Heads to ensure policy compliance in a variety of areas.
This is a 1.0 FTE position based at Harborview Medical Center with a hybrid on/off-site work schedule.
Staff human resources (40%) This position will work with the Division Head, Division Administrator and faculty to address staff human resources needs for both divisions. This position will have responsibility for accurate and timely completion of processes within Workday and internal tracking systems while coordinating efforts and communications with Department of Medicine Staff HR and UW Total Talent Management teams. Responsibilities will include:
•Recruitment: Advise and strategize with hiring managers regarding staffing options available to fill needs. Manage and provide oversight of multiple concurrent open recruitments including professional and classified staff in temporary and regular positions. Guide hiring managers to develop, modify and finalize position descriptions, initiate position requests, oversee recruitment porcesses and finalize hires. Recommend and implement diversity, equity and inclusion strategies in recruitment and management of staff. Provide advice on standard hiring and interview processes, conduct reference checks, facilitate completion of hiring process and distribute hiring confirmation materials.
•Facilitate staff onboarding: Complete initial access requests (e.g., IT, badge, keys) and documentation requirements (e.g., I9 documentation process), request UW Medicine accounts and EPIC training, ensure completion of HIPAA and General Compliance Training obligations, document work schedules and remote work status. Conduct probationary period check-ins. Add to directories and email distribution lists. Ensure space is available and prepared for new occupant. Provide instructions for Workday reporting obligations, request Workday security roles/access as needed.
•Facilitate staff offboarding: Ensure separation notification received, and Workday reporting obligations are met, distribute separation checklist and terminate access to various IT systems, directories and email distribution lists. Collect any badges, keys or equipment assigned to individual.
•Oversee student hiring processes including completion of non-automated documentation obligations (e.g., requesting background checks).
•Annual review, compensation and position review: Ensure completion of annual review processes, advise supervisors on setting compensation for new hires, conduct parity/equity reviews to ensure internal consistency within divisions. Oversee completion and tracking of annual performance evaluations, provide managers with guidance and templates necessary to complete these processes. Manage staff reclassification and compensation review requests.
•Manage FTE changes, FLSA review requests and work with managers to implement layoffs when necessary.
•Leave and Accommodation Management: Oversee staff leave management with each Division with respect to UW, Washington State and Federal leave policies and Workday payroll system. Advise supervisors and staff on leave use policies and parameters ensuring compliance and consistency of leave and accommodation interpretation and application within the Division. Coordinate with Department of Medicine and UW central offices as needed.
•Performance Management and Review: Guide managers on best practices in addressing performance concerns, review compliance issues regarding employee relations and labor laws and creating corrective action plans. Counsel supervisors and staff on resolving employee relations issues; creating corrective plans and progressive disciplinary actions when appropriate.
•Responsible for annual review of remote work agreements, tracking and ensuring completion of various trainings, routine communications of UW policies, UW Hires access management.
Academic human resources (30%) This position will work with the Division Heads, Division Administrator and academic hurman resources lead to support oversight, direction and implementation of the faculty appointment, reappointment, and promotion process, for both Divisions. Specifically, the HR and Administrative Specialist will:
•Assist with faculty recruitment and promotion processes including staffing of search committees, coordinating interviews and managing Interfolio submissions and dispositions. Manage signature process for clinical privileges. Ensure faculty recruitment processes comply with University, State and Federal hiring practices.
•Direct and manage the faculty review process. Collect and review CVs and related review materials, conduct surveys and solicit evaluation materials on an ongoing basis. Create and populate faculty portfolios. Ensure the review process meets Faculty Code requirements.
•Direct and manage post-doctoral scholar appointment and renewal processes. Track progression and ensure adherence to postdoctoral bargaining unit requirements.
•Facilitate academic personnel onboarding and offboarding: Complete initial access requests (e.g., IT, badge, keys) and documentation requirements (e.g., I9 documentation process). Request UW Medicine accounts and EPIC training, ensure completion of HIPAA and General Compliance Training obligations. Add to directories and email distribution lists. Ensure space is available and prepared for new occupant. Request Workday security roles/access as needed.
•Facilitate academic personnel offboarding: Ensure separation notification received, complete notifications to academic HR and OMSA offices, distribute separation checklist and terminate access to various IT systems, directories and email distribution lists. Collect any badges, keys or equipment assigned to individual.
•Act as VISA coordinator as required. Determine appropriate academic titles, complete all aspects of data intake and processing, ensure corresponding appointment packages are submitted and act as a resource for visiting scholars.
•Process clinical observation privilege requests and corresponding documentation.
Executive Assistance (20%) Perform a wide range of highly confidential, complex, executive-level administrative support activities for the Division of Gerontology and Geriatric Medicine; representing the Division Head and Section Head to internal and external clients and serve as a communication liaison representing the goals and interests of the respective Divisions. The Administrative Specialist will:
•Provide responsive and efficient administrative support in maintaining complex calendars, coordinating day-to-day activities; receive, direct and draft correspondence on behalf of the Division Head; and perform other administrative and special projects as assigned, assist with scheduling needs.
•Maintain confidential correspondence and materials on behalf of Division leadership including clinical provider credentialing and evaluation materials.
•Create and distribute clinical schedules for medical students, residents and faculty. Update corresponding databases and distribution lists. Support clinical teaching modules and ensure up to date materials are posted appropriately
•Provide administrative oversight of the Division Head's office, including development and implementation of policies and procedures. The Division Heads have oversight of clinical and research faculty primarily located at Harborview Medical Center and the Seattle VA and affiliated training sites.
Division Office Supervision (10%). This position will also manage and oversee the following functions for the Division of Gerontology and Geriatric Medicine:
•Schedule, prepare agenda and staff faculty meetings. Organize recurring conferences including publicity, attendance, and evaluations, web link updates
•Office management duties including but not limited to
•Space management/emergency communications contact/IT inventory/ order office suppliesAccess and onboarding assistance including IT accounts, keys and badging, pagers, parking issues,
•Website and communications updates, monthly publication queries, listserv management
Lead Responsibilities: Delegate and assign work to central administrative support staff as needed to accomplish goals and assignments in support of each Division's clinical, research, and teaching missions.
•Bachelor’s degree in Social Sciences with 2 years of relevant experience
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Project management and implementation experience.
•Prior work experience in an academic university health care and administrative environment.
•Experience with website creation and management.
•Competitive candidates will have excellent written and verbal communication skills; the ability to work both independently and as part of a team, and excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects. Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
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.