PROMOTIONS AND FACULTY AFFAIRS MANAGER - University of Washington

Req #: 235983 Department: SCHOOL OF MEDICINE Job Location Detail: Hybrid/Remote Eligible Posting Date: 06/24/2024 Closing Info: Closes On 07/01/2024 Salary: $6,250 - $6,667 per month Limited Recruitment: **Open to UW Employees only** 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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_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 School of Medicine has an outstanding opportunity for a Promotions and Faculty Affairs Manager.** The School of Medicine (SoM) has 32 academic departments with over 10,000 faculty, postdoctoral scholars, and trainees. The School's clinicians provide clinical services through two practice groups, the University of Washington Physician (UWP) and Children's University Medical Group (CUMG) which are separate, non-profit corporations. In addition, the School has numerous affiliations with other entities such as Seattle Children's Hospital, the Fred Hutchinson Cancer Research Center and the VA Puget Sound Health Care System. Appointments, promotions, and other academic personnel actions for the School's faculty are managed within the School of Medicine Academic Appointments and Compensation (AAC) unit in Administration and Finance. In addition, the School also manages its inter-institutional relationships and clinical affiliations, which carry their own prescribed set of unique procedural elements separate from the University system. These affect clinician appointments and compensation arrangements, adding an array of increasingly complex personnel functions. The Promotions and Faculty Affairs Manager will report to the Senior Manager, Promotions and Faculty Affairs, and monitor developments with SoM academic personnel actions in the unit. The Promotion and Faculty Affairs Manager will also provide professional, academic human resources support. Administering policies and procedures for academic human resources is significant due to the complexities associated with University laws and codes, the School's policies and procedures, UWP/CUMG policies, and regulations of affiliated institutions, including those relating to practicing physicians. Interpreting, analyzing, and disseminating rules, policies, and procedures is critical. The employee in this position must gain the knowledge and understand the complexities of the organization in order to ensure that the unit's goals are met. This unit serves as the primary academic human resources facility for School of Medicine department chairs, School of Medicine executive staff, departmental administrators, and staff including those at UWP/CUMG and closely affiliated institutions. Faculty decisions are influenced on a daily basis by the interpretation and application of complex, multiple source policies and procedures. Departments rely on this office for direction and guidance. If specialized knowledge of policy and procedures of the University, School, UWP/CUMG and closely affiliated institutions are not provided, including appointment, promotion, and compliance regulations, it could have a significant negative effect on the School, University, UWP/CUMG, affiliated institutions and the clinical services provided at UW Medicine and other approved sites of practice. **DUTIES AND RESPONSIBILITIES:** Perform complex, confidential academic human resources services including, but not limited to: A&P Council 30%: - Acts in supportive capacity to the School of Medicine Appointments and Promotions Council, Medical School Executive Committee, and Executive staff on appointments and promotions. - Responsible for staffing of School of Medicine Appointments and Promotions Council meetings; including independently preparing meeting agendas, gathering and disseminating information and reporting meeting summaries to the Medical School Executive Committee - Responsible for maintaining the School's web-based processes for faculty appointments and promotions. - Schedule A&P Council meetings with council members and department chairs. - Maintains highly confidential documentation pertaining to faculty personnel actions including but not limited to appointments, reappointments, clock stops and promotions. - Support for web applications such as promotions tracker and appointment and promotions online review process. - Exercises independent judgment and decision-making skills to acquire highly sensitive information from a variety of internal and external sources participating in faculty appointments and promotions. - Serve as liaison to School of Medicine Executive Staff, Department Chairs, Vice Chairs, Directors, and Administrators on developments with faculty reappointments, promotions, and endowments. - Implements and assures adherence of complex processes in close collaboration with Senior Manager, Promotions and Faculty Affairs. - Serve as liaison to A&P Council to review and update SOM Appointments and Promotions Guide. WOT, Tenure, Research, Teaching and Clinical Practice Promotions: 35% - Draft and send promotions correspondence to School of Medicine faculty members, department chairs, dean, and provost. - Independently review promotions for completeness in preparation for A&P Council's review. - Prepare and submit electronic promotions to Provost. - Create and maintain electronic promotion files and upload to DocStar/Eclipse. - Coordinate with departmental staff and Senior Manager for outstanding promotion items. Clinical and Affiliate Promotions 11%: - Manage and lead promotion review process coordinating reviews with AAC staff and liaising with department administrative staff. - Independently review promotions for completeness in preparation for Provost's review. - Coordinate electronic promotion files with promotions and faculty affairs staff and upload to DocStar/Eclipse. Second Year Academic Reviews 2%: - Provide secondary coverage for Promotions and Faculty Affairs Manager. - Draft and send correspondence to School of Medicine faculty members and chairs regarding reappointment decision. - Enter reappointment decisions in Workday. - Reconcile Workday report with Faculty Information System report to ensure faculty who are up for reappointment are listed in the Second Year Review application. Faculty Councils Elections 2%: - Provide secondary coverage for Promotions and Faculty Affairs Manager. - Assists with Nominating Committee process to ensure Nominating Committee has relevant information to nominate faculty to the elected faculty councils. - Support for Nominating Committee meeting in coordination with Senior Manager, Promotions and Faculty Affairs and Nominating Committee Chair. - Support for caucus meeting in coordination with Senior Manager, Promotions and Faculty Affairs and University Relations Council Chair . - Draft and send correspondence to nominees. Keep track of responses and follow up with nominees as needed. - Create election ballots to be sent to School of Medicine faculty for vote. Endowment appointments 5%: - Assist and coordinate endowment appointments with Senior Manager, departments, SoM Advancement, SoM Dean's Office, and SoM Finance. - Facilitate approvals for SoM endowment appointments including Workday approvals. - Develops and maintains confidential documentation pertaining to endowments. - Quarterly audit in Faculty Information System for endowments. Intranet 5%: - Manage and lead intranet audit of 123 webpages, coordinating with AAC staff to keep information up to date. - Maintain intranet pages with most recent information. Other 10%: - Assists with reemployment of retired faculty process including reviewing requests. - Operates with high degree of confidentiality when communicating with parties involved with faculty personnel actions. - Reviews and approves promotion clock waiver requests for assistant and research assistant professors. - Coordinate pathway change requests with SoM Dean. - Maintain AAC approval letters folder for departments. - Create process documentation for Promotions and Faculty Affairs staff. - Other duties as assigned. **MINIMUM REQUIREMENTS:** - Bachelor's degree or a combination of education and relevant experience, or two years' experience with UW and/or in higher education in academic personnel and appointment and promotion management. - Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment. _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ Additional Requirements: - High level of attention to detail and accuracy. - Ability to track, monitor, and adhere to deadlines. - Ability to handle and prioritize high volume of work in a timely manner. - Ability to learn university systems. - Ability to interpret and apply complex public, state, and federal agency policy, and procedures. - Ability to conduct themselves with professionalism, dignity, and respect in all interactions. Professionalism includes honesty, integrity, respect, compassion, accountability, and commitment to altruism in all work interactions and responsibilities as outlined in the UW Medicine Policy on Professional Conduct. - Experience working with databases and Microsoft Office suite. - Excellent verbal and written communication skills. - Ability to act with tact and maintain confidentiality. - Problem solving and analytical skills. - Ability to work well with diverse customer populations, such as University colleagues, faculty, and external organizations. - Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the UW Policy Directory https://www.washington.edu/admin/rules/policies/APS/TOC40.html **DESIRED QUALIFICATIONS:** - Four years' experience with UW and/or in higher education in academic personnel and appointment and promotion management. - Working knowledge of UW SoM academic personnel policies/procedures. - Understanding of SoM promotion processes. - Ability to plan and manage multiple projects with competing priorities. - Demonstrate strong service-oriented work ethic and personal responsibility. **Application Process:** 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. 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.