ASSOCIATE OMBUD - SCHOOL OF MEDICINE - University of Washington

Req #: 241929 Department: SCHOOL OF MEDICINE Appointing Department Web Address: https://www.washington.edu/ombud/ Job Location Detail: Hybrid eligible Posting Date: 12/20/2024 Closing Info: Open Until Filled Salary: $10,417 - 12,500 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 Associate Ombud for the UW School of Medicine (SoM) is critical to the university-wide responsibilities of the Office of the Ombud. They are expected to exhibit the highest possible levels of discretion, professionalism, empathy, diplomacy, analytical thinking, and cultural humility as they support the SoM community (including students, staff, trainees and faculty) in navigating challenging situations. The Associate Ombud for SoM: - Works with Ombud Office visitors to provide informal, confidential, and impartial conflict resolution services on a wide array of cases. - Uses alternative dispute resolution techniques to support individuals and groups in resolving conflict through candid discussions of challenges and supporting effective channels of communication. - Clarifies policies/procedures and provides referrals to available resources to help individuals navigate the organization's structure and hierarchy. - Collaborates with internal partners throughout SoM, UW Medicine and UW on individual situations as appropriate, and surfaces issues and patterns that warrant systemic consideration. - Helps create and deliver highly effective training and outreach sessions. The Associate Ombud engages with matters of a highly confidential and sensitive nature daily and must exercise judgment, discretion, and tact in each of these situations. Errors, either of omission or commission, could lead to a loss of credibility in, and limit the effectiveness of, the Office of the Ombud as a whole. The Associate Ombud is expected to work with significant independence while also conferring regularly with the University Ombud on relevant cases and accessing support as necessary. The position reports directly to the University Ombud with a secondary reporting relationship to the Dean of SoM. The scope of understanding of relevant policies, procedures, and resources relevant to students, staff, trainees and faculty is vast. The Associate Ombud must develop a high-level understanding in all these areas to properly support clients in determining pathways forward. The Associate Ombud must have the skills and ability to properly prioritize tasks and manage their time, to ensure that assistance is provided in a prompt and timely manner that is consistent with established professional ethics and best practices as defined by the International Ombuds Association (IOA). As the first point of contact, the Associate Ombud helps set the tone for the institutional and public presence of the Ombud Office at SoM. With awareness of SoM as one of the entities in UW Medicine, the Associate Ombud also serves as a key leader for SoM in the UW Medicine environment, communicating and coordinating with leaders and units across UW Medicine as appropriate. **DUTIES AND RESPONSIBILITIES** **Facilitate Conflict Resolution - 70%** - Meet with a wide range of clients (students, staff, trainees and faculty) across SoM to discuss individual or group challenges and help establish pathways to resolution within the existing administrative policies and procedures. Facilitate mediations or lead other methods of alternative dispute resolution to assist groups or work units in resolving conflict. - Coach individuals on communication skills, giving feedback, using communication aimed at reducing tensions and fostering constructive dialogue, presenting detailed and coherent information, being proactive and exploring best- and worst-case scenarios. - Provide leadership and support in situations that may involve formal and informal processes. Manages difficult, complex, or politically sensitive cases where analysis of situations or data requires an in-depth evaluation of variable factors. Recognize and respond to situations that pose potential legal liability, such as discrimination and harassment. - Identify and assess issues to determine appropriate engagement with HR contacts across the University. Drives collaboration between the University Ombud, Campus HR Consultants, Office of Faculty Affairs, UW Medicine Office of Healthcare Equity, School of Medicine Personnel Policy Unit, School of Medicine HR Director, and local departmental HR managers. **Develop and Conduct Preventative Outreach and Training - 30%** - Gather, analyze, and prepare recommendations for improved processes, in conjunction with the University Ombud, for decision-makers at all levels. - Develop and present trainings on performance management and conflict resolution. Engage in ongoing professional development and participate in continuous learning to develop and improve upon outreach and training efforts. - Conduct outreach on behalf of the Ombuds Office across SoM and serve as a liaison to leadership and other units across UW Medicine, including attending unit meetings, leadership events, training, and orientation activities. - Lead program administration and management, and independently establish priorities, goals, and objectives. - Makes recommendations for organizational policy and/or procedural changes for clarity and improvement and advises on and helps to make change when appropriate to improve school climate. - Provides high-level summary reports, including recommendations for institutional policy and/or procedural changes. Ensures consistency and accuracy in reporting on overall activities. **MINIMUM REQUIREMENTS** - Bachelor's degree, preferably in communication, human resources, sociology, psychology, health sciences, social work, or related field. - Minimum of five years of related experience in higher education, academic medicine, and/or healthcare. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** - Demonstrated skill in individual coaching, mediation, restorative justice practices, and/or other methods of alternative dispute resolution. - Track record of working effectively with members of diverse communities in an inclusive, respectful, and supportive manner. - Excellent interpersonal skills related to supporting and empowering individuals who exhibit behaviors indicative of extreme stress, anxiety, or fear. - Ability to deal with sensitive and personal matters with the highest regard to confidentiality and privacy. - Experience and demonstrated ability to provide challenging information to leadership officials in a solution-focused and effective manner. - Superior oral and written communications. - Excellent organizational skills and experience in handling high volumes of complex and stressful situations. - Motivated self-starter who can work independently and collaboratively. **DESIRED QUALIFICATIONS** - Advanced ombud professional experience and training. - Experience as a professional trainer in a higher education, academic medicine, or healthcare setting. **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 log into your "My Jobs" page. If you choose 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. 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.