Work in Washington Veterans Jobs

Req #: 237580

Department: DEPARTMENT OF MEDICINE: HR

Posting Date: 08/07/2024

Closing Info: Open Until Filled

Salary: $4,978 - $6,250 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 a Academic HR Specialist to join their team.

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 DOM divisions. The AHR Specialist will provide expert consult and complex support within the Academic HR team and for the eleven DOM divisions on the various faculty programs (WOT, Tenure, Clinical Practice, Clinical, Postdocs, etc.) and associated processes. Additionally, this position will handle AHR matters requiring independent judgment, analysis, and discretion in effecting, executing, and discharging personnel functions in Workday. This position will be responsible for ensuring that Workday activities are managed accurately and timely, following compliance requirements per the State and University regulations. 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 Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.

Administering policies and procedures for academic human resources is significant due to the complexities associated with University laws and codes, the SOM'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 management of changes to title, salary, and timing of input into the payroll system could result in inappropriate titles, overpayments or excess retroactive payments to faculty if not correctly assessed, approved and processed. Understanding these complexities is critical in order to maintain the integrity of the data that is used for reporting purposes. In addition, the Department 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 any array of increasingly complex personnel functions.

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.

This position will be responsible for providing expert guidance and ensuring compliance with School and University policies, procedures and timelines in regard 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 impacts the University of Washington’s standing as an academic center of excellence.

DUTIES AND RESPONSIBILITIES Workday Operations Management (40%) • Provide department/division consultation, lead and transact on academic personnel HR actions (hires, appointment changes, leaves, compensation changes, PAP, etc.) in Workday (the UW HR/P system) following the timelines and expectations of payroll, central campus, and the SoM for all academic employment programs, prioritizing Fellows ACGME, Fellows non-ACGME, postdocs, and acting faculty. • Maintain thorough understanding of Workday transactions and functionality, including initiation, approvals, process-flows, downstream impacts, and business consequences. • Maintain awareness of payroll deadlines and OAP submission deadlines to ensure timely completion of actions. Work closely with Department leadership, faculty, and the fiscal team on payroll impacting HR changes. • Work independently and collaboratively to develop solutions that demonstrate sound professional judgment. • Serve as point of contact for the departments AHR staff Workday questions. Review and investigate user errors and communicate solutions. Provide comprehensive guidance on time off/time entry policies and best practices—giving special attention to any OAP policies/procedures. • Review data discrepancies between various systems and work with stakeholders to implement changes to clean up data. • Maintain extensive knowledge across Academic HR and HR policies and processes and consistently apply this knowledge both independently and in direction to departmental units. • Proactively consult with departmental units on proposed employee changes in Workday, recommend best practices to the unit, verify, approve and execute changes to ensure appropriate reflection of appointment and/or employment changes in Workday. • Attend Employee Workday Help CoP meetings and work closely with Employee Workday Help partners to manage help tickets and other Workday requests.

Faculty Programs Support (40%) • Using discretion and independent judgement, manage and participate in work related to annual and biannual academic processes (annual and term reappointments, promotions, faculty merit increase processes, etc.) across multiple faculty programs (WOT, Tenure, Clinical Practice, Clinical, Postdocs, Adjunct, Acting, Teaching Associates, Visiting Faculty). • Liaise with Divisions, Dean's Office, other Departments in the School of Medicine and the Office of Medical Staff Appointments to secure faculty appointments. Partner with divisions to advise on appropriate UWP titles and set salaries. • Act as expert user of our faculty ballot system, send out voting requests to department faculty using Qualtrics, provide training to new users and troubleshoot any issues. • Independently and meticulously track postdoc and visa end actions over long-term cycles (1-6 years) and across the short-term 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. • This position requires accuracy, efficiency, flexibility, and a desire to serve multiple key personnel, while working within UW regulations. • Consult with other AHR team members on academic affairs matters including policies and procedures, training for staff and other actions. • Develop and implement departmental resources from policies and procedures outlined from OAP and the UW faculty code; collaborate with divisions; provide recommendations and develop best practices for all DOM divisions to utilize. • Maintains highly confidential documentation pertaining to faculty personnel actions including but not limited to appointments, reappointments, and promotions.

VISAS (10%) • Oversee and manage the J-1 visa process (i.e. processing applications for accuracy/compliance/approval/deadlines/etc.) • As subject matter expert, provide training and knowledge to the 11 divisions • Successfully interface with the UW International Scholars Office and the UW Office of Academic Personnel. • Independently advise administrators, and departmental staff on ever-changing federal and University visa regulatory policies and procedures and visa eligibility for candidates. • Work directly with candidates and current personnel on visa applications and renewals. • Maintain impeccable documentation and files pertaining to the visa process.

Other (10%) • Calendar management for the Director of Academic HR and the Associate Chair for Faculty Affairs. • Manage ad-hoc data and analysis requests. • Manage the Departmental webpage used for posting current procedures for faculty in the Department of Medicine. • Participate in continuous performance improvement projects and committees. • Special projects as needed.

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

• Demonstrated dedication to equity, diversity and inclusion. • Solutions-oriented, demonstrating strong initiative and follow-through. • 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. • Proficiency with Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint) and other web-based programs (e.g. recruitment and faculty websites). Willingness and ability to learn how to use proprietary software products.

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.