ACADEMIC HR (AHR) SPECIALIST - University of Washington

Req #: 242144 Department: DEPARTMENT OF MEDICINE Posting Date: 12/24/2024 Closing Info: Open Until Filled Salary: $5,417 - $7,100 per month Shift: First Shift Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf) 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 Medicine has an outstanding opportunity for an Academic HR (AHR) Specialist to join their team.** **POSITION PURPOSE** The Academic HR (AHR) Specialist is a key position on a fast-paced and dynamic team for which this position will require a range of responsibilities to provide seamless customer service to Department of Medicine divisions and the School Medicine. The AHR Specialist will provide executive management, expert consultation, and strategic planning for the volunteer clinical and affiliate faculty and faculty annual procedures in support of complex day-to-day departmental functions. Equally important, this position partners with the AHR Administrator on WOT/tenure and research faculty processes such as promotions, merit review, and 3-year reappointments. This position is directly responsible for operations of the above programs and processes (recruitments, retention, appointments, reappointments, promotions, terminations, etc.) to meet department strategic goals in the teaching, research and clinical mission, using discretion and independent judgement, decision-making and problem-solving skills and is accountable for all of the program/process results. Additionally, this position is expected to understand, interpret, and apply appropriate policy, procedure, and required regulations. The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialties divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Centers (UWMC-Montlake and UWMC-Northwest), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area. In addition to understanding the complex administrative and academic functions of the largest department in the UW School of Medicine, the AHR Specialist advises, facilitates and liaises with the administrative staff in the Academic, Rural and Regional Affairs (ARRA) office of the School of Medicine, as well as the administrators and academic HR managers in the 11 academic divisions on faculty appointments, promotions, recruitment and retention. This position requires significant organization, problem-solving, project management and communication skills with frequent and substantive interactions within and outside of DOM and the AHR team. Individual initiative, solid judgement, discretion regarding sensitive and confidential matters and superior customer service skills are all necessary for the tasks assigned. This position requires accuracy, efficiency, flexibility, creativity, and a desire to serve multiple stakeholders, while working within UW regulations. Faculty employment actions are influenced on a daily basis by the interpretation and application of complex, multiple source policies and procedures. Divisions rely on the AHR team for direction and guidance. This position will be responsible for providing expert guidance and ensuring compliance with School and University policies, procedures and timelines in regards to academic human resources and is critical to the operation and coordination of the overall department, and to the teaching and research missions of the School and the University. This position has direct impact on the University of Washington's standing as an academic center of excellence. **DUTIES AND RESPONSIBILITIES** Volunteer Clinical and Affiliate Faculty Management (35%) - Liaise with Divisions, Dean's Office, other Departments in the School of Medicine and the Office of Medical Staff Appointments to secure faculty appointments and medical staff credentialing. Partner with divisions and University of Washington Physicians (UWP) to set up billing, advise on appropriate UWP titles, and provide agreements. Liaise with the Academic, Rural and Regional Affairs (ARRA) Office of the School of Medicine and the WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) Regional Offices to provide volunteer clinical and affiliate faculty appointments of physicians based at the School of Medicine WWAMI teaching sites. - Direct and provide consultation to WWAMI regional and ARRA office contacts, and the 11 Division Administrators and Academic HR staff, on department and school of medicine policies and procedures related to clinical and affiliate faculty appointments, reappointments, promotions, terminations and training. - Direct and manage the clinical and affiliate faculty appointment and promotion processes. Receive and review recommendations and prepare them for distribution to the department's Clinical and Affiliate Appointments and Promotions (CAAP) Committee. - Ensure compliance with various University deadlines, CAAP committee voting, and prepare correspondence to the dean, on behalf of the Chair, to justify all promotions, reappointments and appointments. Ensuring deadlines are met and information transmitted is accurate and complete is critical to the career path of departmental faculty, and could result in loss of a clinical faculty appointment, in the case of promotions, reappointments and other academic personnel actions, per the Faculty Code. - Act as an advisor, providing information and guidance to the CAAP Committee. Address concerns and issues that arise, while collaborating with the chair of committee. - Manage and maintain website used for appointment/promotion candidates (approx. 170 appointments and 40 promotions a year) and related criteria. Continually assess committee needs, develop and implement changes to website based on feedback. - Develop and provide ad hoc reports for management and strategic planning. WOT/Tenure and Research Faculty Support (35%) - Manage and maintain websites (SharePoint) used for appointments, reappointments and promotions by the department's Professors Review Committee and the Appointments and Promotions Committee. Ensure constant document control and vote management for these processes, plus utilize resources and technology to improve user experience of sites. - Oversee the faculty voting system (Qualtrics), develop and disseminate vote ballots on behalf of the Chair for appointments and promotions. Continually assess committee needs, develop and implement changes to vote and website processes based on feedback. - Independently review teaching portfolios and promotions packets, communicate, and provide direction on any issues/revisions to divisional AHR managers. Draft, review and revise promotion letters written on behalf of the Chair for accuracy and completion. - Manage and support various actions on adjunct appointments/reappointments, adjunct concurrences for other departments and process switching pathways, emeritus appointments for WOT/tenure and research faculty. - Consistent and proactive communication with divisions/staff and faculty, including interpreting policies, in order to assure accurate and timely completion by set deadlines of required materials for the above processes. Annual Faculty Processes (15%) - Independently manage and track various annual faculty processes, documentation and fulfillment while using multiple organizational tools such as project/task management software, databases, checklists, process guides, etc. Balance attention towards ongoing project work, urgent evolving actions and notify divisions of upcoming actions needed. Continuously review and improve workflow processes. - Facilitate the faculty regular conferences and solicitation of faculty CVs from the 11 divisions and review for accuracy and alignment to the current School of Medicine (SoM) guidelines, providing tailored edits and feedback where necessary to ensure compliance with the Department's requirements for promotions and other appointment actions. - Partner with the AHR Administrator on the merit review process and tracking for all eligible faculty including WOT/tenure, research, clinical practice, clinical, acting and teaching associates (approximately 1,500 total). Data, Records & Content (10%) - Run Workday reports, validate data, review and identify data discrepancies between various systems and work with stakeholders to implement changes to clean up the data. - Ensure departmental faculty database (DART) data is correct for managed faculty programs. - Manage ad-hoc data and analysis requests. - Serve as an expert for file management, oversee and manage a well-organized records management system, keeping current on compliance issues. - Content editor and trainer for AHR section of DOM intranet. Special Projects & Other (5%) - Plan and complete special projects as assigned, independently or as a member of a team. - Participate regularly in professional activities to keep abreast of changes and new policy developments. Participate in University offerings and trainings, including Office of Academic Personnel and Faculty Forums and HR Community of Practice monthly meetings. - Additional duties as assigned. **MINIMUM REQUIREMENTS** - Bachelor's Degree in Business Administration, Communications, Higher Education or a related field and a minimum of 2 years' experience with progressive responsibility in executive management, project management, program oversight at a diverse, complex, multi-faceted organization. _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS** - Ability to thrive and prioritize while working with a high volume of work, concurrent projects and critical, time sensitive deadlines with consistent accuracy and attention to detail. A flexible and open mindset is essential. - Ability to exercise high degree of judgment and handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. - Excellent written and verbal communication skills, and proven organizational and interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization. - Demonstrated dedication to equity, diversity and inclusion. - Solutions-oriented, demonstrating strong initiative and follow-through. - Data-oriented, systems thinker. - Proficiency with Microsoft Office Suite (Microsoft Word, Excel, Outlook, SharePoint and PowerPoint) and other web-based programs (e.g. recruitment and faculty websites). Willingness and ability to learn how to use proprietary software products (e.g. Qualtrics, Workday, Interfolio). **Application Process:** The application process 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 access 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. \#UWDeptMedicineJobs University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.