Location: Seattle, Washington
Type: Full Time
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The Department of Pediatrics has an outstanding opportunity for a Human Resources Coordinator.
The UW Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating physician leaders of the future, advancing research, advocating for children and providing the nation's best pediatric clinical care. The Department of Pediatrics is deeply dedicated to its mission of teaching, research, and patient care. We are committed to building a diverse and inclusive faculty and staff.
The Department of Pediatrics Central Administration Team has an outstanding opportunity for a full time HR Coordinator supporting Faculty Affairs. Primary responsibilities include providing administrative support to the Faculty Affairs team to coordinate faculty appointments, medical staff appointment/credentialing, reappointments, promotions, compliance requirements, annual reviews, onboarding, separation and related activities in the Department of Pediatrics. Excellent customer service skills are essential.
As the second largest Department in the UW School of Medicine, Pediatrics has twenty-one clinical divisions with approximately 1,400 academic appointments, including approximately 520+ paid faculty members, 125 residents, 70 ACGME fellows, 150 staff employees and 620 volunteer/affiliate faculty and continues to grow each year. The Department of Pediatrics is a close affiliate of Seattle Children's Hospital (SCH) and Seattle Children's Research Institute (SCRI). Faculty members appointed in the Department are located at various institutions (including Seattle Children’s, UW Medicine, and FHCRC).
Duties and Responsibilities
Under general direction, provide specialized administrative support for the Department of Pediatrics Faculty Affairs team. Assignments will vary and there will be times of high volume of work and critical deadlines.
Provide consistent, timely and professional administrative support to the faculty affairs team. The team includes 1 manager, 2 faculty affairs specialist leads and 4 faculty affairs specialists. The administrative assistance function includes, as examples:
•Assisting with management of shared e-mail inbox to ensure responses are timely and information is shared
•Scheduling meetings and reserving conference rooms
•Setting up any required computer access and/or AV tools for meetings
•Sending reminders for meetings, meeting “save the date” communications and tracking planned attendance.
•Responding to inquiries and directing calls and emails to the appropriate people.
•Maintaining various resource lists used across the department including the Faculty list, UWM Clinical Directory, Voting Faculty list and contact information
•Assisting with copying, faxing, filing, records management
•Assisting with faculty affairs electronic and print communications including mail merge letters for promotions, reappointments, etc.
•Participating in Faculty Affairs and Department Central Administration projects, activities, and meetings including ongoing Department Continuous Process Improvement (CPI) efforts.
•Providing administrative support to HR, Faculty Affairs, Payroll, committees and project teams
•Performing related duties as assigned.
WWAMI/Courtesy Appointments, Reappointments and Promotions
Work closely with the Vice Chair of Faculty Development and Courtesy Clinical Faculty Promotions Committee to support Faculty Affairs activities for volunteer unpaid faculty in the WWAMI and Puget Sound regions. Volunteer faculty follow similar processes for appointment, renewal, promotion, etc. as paid faculty.
Faculty Exit Interviews and Offboarding
Work under the direction of and closely with the Vice Chair of Academic Affairs, the Vice Chair of Faculty Development and the Faculty Affairs Manager to schedule and coordinate faculty exit interviews. Also support the Faculty Affairs team with faculty offboarding, including ending their faculty appointment, medical staff appointment and assisting faculty during their time of transition.
New Faculty Orientation
Work under the direction of and closely with the Vice Chair of Academic Affairs, the Vice Chair of Faculty Development and the Faculty Affairs Manager to schedule and coordinate quarterly New Faculty Orientation Meetings. Duties include managing multiple executive’s schedules, editing and updating presentations, ordering catering, room reservations, invitations, etc.
Work under the direction of and closely with the GME office and Faculty Affairs Manager to onboard Courtesy Clinical Faculty to support the annual intern retreat.
As directed, draft/distribute communications and track responses with Division Chiefs and Administrators relating to renewal/non-renewal recommendations for faculty in titles requiring periodic review, manage faculty vote, and assist with drafting and distributing confirmation letters.
Faculty Annual Reviews
As directed, support the faculty affairs team, the Chair’s Office, the Chair and Vice Chairs, Division Chiefs and Administrators with organization, communication, documentation and record retention for faculty annual reviews.
Work under the direction of the Faculty Affairs team to support Faculty Recruitments, Appointments & Reappointments, as needed. Coordinate Medical Staff Credentialing and Practice Plan Enrollment to ensure that faculty members are appropriately credentialed and enrolled. Effectively use tracking systems to catalog and ensure accuracy and completeness of documents and records. Assist with voting process.
Faculty Promotion and 2nd Term Reappointment
Work under the direction of the Faculty Affairs team to support 2nd term reappointments and mandatory/non-mandatory promotions, as needed. Effectively use tracking systems to catalog and ensure accuracy and completeness of documents and records.
High school graduation or equivalent and three years of office experience including at least six months of experience in a human resources or related setting OR equivalent education/experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Proficient using e-mail, internet and Microsoft suite of products including Excel, Word, etc.
•Possess strong interpersonal skills and ability to communicate effectively verbally and in writing at all levels within an organization. Have outstanding time management, multitasking, and organizational skills.
•Strong demonstrated initiative and follow-through.
•Ability to maintain positive work atmosphere, handle confidential or sensitive information and manage times of high volume of work and critical deadlines.
•Proficiency with Workday, Interfolio and web publishing tools such as Drupal, as well as other UW databases is preferred.
•Prior experience with faculty and/or medical staff appointments.
•Familiarity with recruitment of non-US citizens. University of Washington experience is preferred.
Conditions of Employment
Demonstrates knowledge and understanding of, and maintains confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization’s operations or privacy of patients. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.
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.