HUMAN RESOURCES DEPARMENT MANAGER/ADMIN - University of Washington

Req #: 238433 Department: EPIDEMIOLOGY Appointing Department Web Address: https://epi.washington.edu/ Posting Date: 09/03/2024 Closing Info: Open Until Filled Salary: $7,886 - $8,500 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 Department of Epidemiology has an outstanding opportunity for a Human Resources Department Manager/Admin to join their team.** The Department of Epidemiology is a large academic and research department housed in the School of Public Health. Faculty in the Department are fully engaged in research grant acquisition, instruction and mentoring, and service-based activities. The department has 50 core faculty, over 130 affiliate, adjunct, and clinical faculty, 8 postdoctoral scholars, and 30 emeritus faculty engaging in cutting edge of research regarding critical public health topics such as infectious diseases, mental health, cardiovascular disease, cancer, maternal and child health, injuries and violence, nutrition, aging, and environmental, social and genetic determinants of health. This position provides a combination of Academic Human Resource (AHR) management, administrative, and strategic leadership functions to the Department of Epidemiology. This position also provides professional expertise in a comprehensive range of Academic HR responsibilities and advises Departmental Leadership on strategic planning and initiatives that effectively deploy resources to ensure excellent Academic HR services using a lens of equity, diversity, and inclusion (EDI). Specifically, this position provides leadership and expertise to support the goals outlined in the Department's Strategic Plan, with particular emphasis on ensuring faculty recruitment, hiring, development, and retention processes align with anti-racism and equity. This position directs a broad range of Academic HR functions including recruitment, retention, leave management, appointments, promotions, and tenure awards. This position also directs the faculty review process, advises departmental committees related to faculty affairs, processes Workday entries, manages faculty development projects, and initiates overall process improvement strategies to Department Leadership. This position provides proactive guidance to the Department Chair, Administrator, and Department Leadership on policies and procedures related to faculty affairs. The position includes responsibility to exercise independent judgment in representing and speaking for the Chair and the Department both internally and externally, and to independently set priorities in a high volume, multi-task setting. **DUTIES AND RESPONSIBILITIES** Academic Human Resources and Faculty Affairs (70%) **Academic Recruitments and Position Management** + Direct Chair and Administrator on academic faculty recruitments, and draft annual hiring plans using templates from the SPH Dean's Office. Liaise with Dean's Office on details of hiring plans. + Direct full scope of faculty search and recruitment + Draft and formalize position descriptions and manage recruitment efforts in compliance with University policies. + Advise and support Search Committee and search committee chair. + Oversee and advise the logistical components of faculty searches, including posting ads, arranging travel for candidates, scheduling meetings/itinerary for interviews, arranging lunches/dinners, scheduling Search Committee meetings, and coordinating job talk/seminar. + Track applications and communicate with applicants. + Oversee the faculty voting process + Draft offer letters on behalf of Chair, working with the Administrator on financial aspects of offer. + Direct and manage input of data into UW hiring portals including Interfolio and Workday. Prepare, coordinate, and submit hire paperwork to SPH Dean's Office and UW Academic Human Resources. + Advise Epi leadership and committees on best practices for faculty development and support. + Ensure compliance with University hiring policies, as well as applicable state and federal laws throughout the recruitment and selection processes. + Conduct onboarding procedures after individual is hired. + Direct and manage appointment, reappointment, appointment change, promotion, and separation processes for annually appointed faculty (affiliate, adjunct, and clinical faculty). Direct the coordination of the nomination and voting process, prepare offer and reappointment letters, gather annual activity documentation for review, and assemble promotion packets. + Manage Postdoctoral Scholar Fellow appointments + Oversee appointments of Postdoctoral Scholar Fellows. + Manage hiring process including conducting searches, drafting offer letter, compiling appointment packet, confirming funding details with the Grants and Contracts Director, and coordinating Workday processes with the department's payroll staff. + Conduct onboarding and appointment renewals + Direct and oversee website faculty profiles and appointment details in the SPH database (FacBio). + Independently consult with the International Office on Visas for academic personnel. Collect information and documentation to request appropriate Visa type. Ensure compliance with UW and immigration policies. + Oversee the Graduate Faculty appointment process (for both new appointments and renewals). + Advise Chair on UW and School procedures regarding emeritus appointment requests. Together, review and submit requests for Emeritus appointments. + Direct input, audit, and reconcile discrepancies related to appointment records in multiple University systems to ensure compliance with applicable rules and regulations. + Leaves and Outside Work: Provide expert guidance to faculty regarding leave use. Advise on applicable resources, processes, and best practices. Manage leaves of absences, such as FMLA and sabbaticals, in coordination with the Office of Academic Personnel. Advise on the outside work process. Guide faculty in the completion and submission of forms and manage the entry and tracking in Workday. + Separations: Offboard separating faculty. Advise faculty on available resources regarding varying types of separations, e.g., resignation, retirement, etc. Process the accompanying appointment changes. **Faculty Promotions and Tenure Awards** + Direct the faculty promotion and tenure award process, including proactively identifying faculty relevant for promotion (e.g., mandatory promotions for Assistant Professors), to ensure that promotions are considered in timely manner. + Independently liaise with Dean's Office on all related matters, and directly advise faculty of promotion process. + Lead promotion and tenure committees + Direct promotion and tenure committees about departmental, school, and university rules and guidelines for promotions and tenure awards. + Manage all documentation, including requests for external review letters. Draft promotion letters on behalf of Chair. Review and compile promotion packets and submit to Dean's Office. **Management of Faculty Appointments and Faculty Reviews** + Manage the department's annual faculty merit review process. Oversee collection and preparation of documentation, including solicitation of materials from faculty and mentor reports. + Advise Chair and Associate Chair on merit and faculty review guidelines. + Maintain timelines and identify relevant Assistant Professors coming up for 3-year review. Collect materials and mentor report, draft appointment renewal letter on behalf of Chair, and review and submit renewal packet to Dean's Office. + Maintain timelines and identify relevant Research Faculty coming up for 5-year review and for Teaching faculty coming up for their reviews. Collect materials and mentor report, draft appointment renewal letter on behalf of Chair, and review and submit renewal packet to Dean's Office. + Oversee meeting preparation, collection and preparation of materials, and prepare a thorough meeting summary. Take action on results of annual faculty review outcomes. Draft communication on behalf of the Chair. + Oversee the peer teaching review evaluation processes alongside Epi leadership and Curriculum Committee. **Faculty Leadership Role Support** + Advise and recommend compensation guidelines for faculty/leadership to Department Chair and Administrator. + Work with internal and external partners to establish MOAs and MOUs for faculty leadership roles within the Department. Prepare offer letters, request and enter Administrative Supplements, and onboard and offboard faculty from leadership roles. + Participate as a member of the Epi Leadership Team (ELT) in matters related to faculty affairs. + Advise Epi Committee Leadership on currently policies and guidelines in matters related to faculty affairs and development. + Academic HR Process Improvement and Policy Oversight + Oversee the development and modification of Department AHR policies and procedures. Oversee the integration of UW and School policies and procedures to ensure consistency across topics. Coordinate revisions and communication of final policy to constituents. + Direct reviews of processes and implementation associated with various AHR systems and activities to support accuracy, workflow, and efficiencies. Partner with the Manager of Special Projects on these matters. + Serve as Department liaison with UW-AHR and participate in campus-wide AHR meetings and committees, and subsequently advise and make recommendations to Department leadership.Faculty Development (25%) + Create process guides and tools to document and support key functions and activities. Distill information from multiple sources into concise communications and products + Engage in continuous process improvement to identify and implement efficiencies and develop resources. Ensure that Department AHR processes, practices and procedures are Anti-Racist. Serve as a member of the Department Equity, Diversity and Inclusion committee to represent AHR recruitment and retention efforts. + Manage the Epi Faculty Development Program alongside the Associate Chair. Direct Associate Chair on recommended strategies that best support assistant level faculty using EDI focused mentorship strategies, trainings, university and school resources, orientation, and other resources. + Oversee development of new robust materials the aim to provide substantial orientation to new faculty about the critical milestones that must be achieved to obtain promotion by providing an overview of the Departmental and School criteria and creating resource materials, such as discussion and content guides.Supervision (5%) + The AHR Manager is responsible for the supervision and management of the AHR tasks performed by the Administrative Specialist. This position establishes performance standards and AHR-related job duties for staff, as well as mentorship to provide appropriate training for career and personal growth. Other duties include but are not limited to: + Provide training and guidance to Administrative Specialist + Oversee and coordinate staff workload, and provide guidance and leadership for revisions in roles and responsibilities as needed **MINIMUM REQUIREMENTS** + Bachelor's Degree in Social Sciences, Administration, Business, Human Resources or related field. + At least 4 years' experience providing human resources support in an academic and/or clinical setting. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Supporting managers or executives in an environment combining academic and clinical personnel. + Demonstrated understanding of AHR management principles, including recruitment, engagement, development, compensation, employee relations, employment law, and benefits. + Demonstrated ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality + Demonstrated ability to solve problems, take initiative, set priorities, and handle multiple projects efficiently and effectively + Strong interpersonal, leadership and critical thinking skills + Demonstrated ability to communicate professionally, clearly, and empathetically in all forms of communications, e.g., verbal and written, one-on-one, and in groups + Experience working independently, and as both a member and leader of a team + High degree of proficiency in Microsoft Office suite, especially in Outlook, Excel and SharePoint. + Ability to quickly learn and apply new or unfamiliar technologies + Demonstrated ability to analyze, develop and implement process improvements **DESIRED QUALIFICATIONS** + Experience working with Academic HR at the University of Washington + Experience with UW systems including Workday and Interfolio + Executive assistant experience in an academic setting + Familiarity with UW academic recruiting, appointments, and promotions + Experience with UW faculty policies and guidelines + Experience administering human resource functions at an academic institution **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. 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.