Job Information
University of Washington FACULTY AFFAIRS SPECIALIST in Seattle, Washington
Req #: 239883
Department: REHABILITATION MEDICINE
Posting Date: 10/16/2024
Closing Info: Closes On 11/06/2024
Salary: $5,000 - $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 Rehabilitation Medicine has an outstanding opportunity for a Faculty Affairs Specialist to join their team.
Rehabilitation Medicine is a complex department encompassing academic, clinical, and research divisions. It connects a diverse internal and external network of clinicians, scholars, researchers, residents and postdocs, students, and community leaders engaged with the multi-disciplinary specialties encompassed by “rehabilitation medicine.” Among the top-ranked rehabilitation medicine programs nationwide for nearly 25 years, we provide inpatient rehabilitation care at the University of Washington Medical Center, Harborview Medical Center, Seattle Children’s, and the Veteran’s Affairs Puget Sound Health Care System. In addition, we have several outpatient clinics located throughout the Seattle region. Our education and training programs include residency programs in Physical Medicine and Rehabilitation and Physical Therapy, medical student clerkships, and fellowship training in several areas, as well as postdoctoral scholar opportunities. We also have four academic degree programs: PhD in Rehabilitation Science, Doctor of Physical Therapy, Master of Occupational Therapy, and Master of Prosthetics & Orthotics. We are among the nation's leading recipients of funding from the National Institutes of Health (NIH), the National Institute on Disability and Rehabilitation Research (NIDRR), the Centers for Disease Control and Prevention (CIDC), and other federal and state research funding. Our efforts make the University of Washington Department of Rehabilitation Medicine a leader in the field and contribute to a better understanding of the rehabilitation process. The annual budget is approximately $46 million, with $19 million from clinical operations, $14.5 million from research, $9 million in self-sustaining sources, and $3 million from state, gifts and endowments.
The department has 171 active faculty. Professorial faculty include 50 Clinician-Scientists, 31 Clinician-Educators, 43 Clinical, 5 Research, 10 Teaching. Moreover, we have 9 non-professorial instructional faculty; more than 100 affiliate, adjunct, and courtesy faculty; and 5 active emeritus faculty. Our faculty engage in cutting edge patient care and research in critical rehabilitation medicine domains, including physiatry and psychology, limb-loss, spinal cord injury, traumatic brain injury, prosthetics and orthotics, sports and spine, MSK, occupational therapy, physical therapy, and more.
Under the direction of the Department Administrator, the Faculty Affairs Specialist manages a broad range of faculty affairs functions of impact to faculty after their initial hire and onboarding. These include but are not limited to reappointments, promotions, and tenure; annual faculty review and merit; emeritus faculty reemployment, peer clinical evaluations, faculty portfolio administration and service tracking, and Graduate School Faculty appointments.
This position involves extensive work at the highest levels of department leadership and coordination with faculty and external institutions. Responsibilities include providing proactive guidance to the Department Chair, Vice Chair for Finance & Administration, Administrator, and other leadership on policies and procedures related to faculty affairs. The position also 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 Promotion, Tenure, Sabbatical
Manage the faculty promotion and tenure award process, including proactively managing appointment timelines to identify individual who may be eligible 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, tenure, and sabbatical processes.
Collaborate with department Appointments & Promotion Committees and Vice Chair for Faculty Development, providing expert guidance about departmental, school, and university rules and guidelines for promotions and tenure awards.
Review and advise department faculty on policies and procedures relating to promotions. This includes developing and maintaining robust materials and infrastructure to inform faculty about the critical milestones they must achieve to obtain promotion, as well as participating in developing and leading the department’s annual promotions forums to inform faculty about current promotions policies, processes, resources, and timelines.
Manage all documentation, including requests for external review letters. May participate in drafting promotion letters on behalf of Chair.
Review and compile complete and accurate promotion packets and submit to Dean’s Office in compliance with all required deadlines.
Maintain infrastructure that makes review materials available to voting faculty
Address all issues in a confidential and discreet manner and exercise judgment to solve unusual administrative problems consistent with objectives and policies of the Department, School of Medicine and University and Faculty Code. Appointments
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.) on time-sensitive deadlines and across multiple faculty programs: WOT, Tenure, Clinical Practice, Clinical Faculty, Research, Teaching, Non-Professorial Instructional Faculty (Teaching Associates, Lecturers), Adjunct, Affiliate, Acting, Courtesy, and Visiting Faculty.
Collaborate with department Chair, Appointments & Promotion Committees, Vice Chair for Faculty Development, and other leadership, providing expert guidance about departmental, school, and university rules and guidelines for reappointments and appointment management.
Coordinate annual emeritus re-employment process for retired faculty with ongoing paid work.
Coordinate and track Graduate Faculty appointments, including endorsements to chair doctoral supervisory committees.
Monitor requests for in Interfolio and process new appointments for WWAMI Courtesy faculty
Provide back-up for new non-WWAMI Courtesy Faculty Appointments Annual Faculty Reviews & Merit
Maintain and manage the department’s annual faculty report survey tool.
Oversee collection and preparation of documentation, including solicitation of materials from faculty and mentor reports.
Coordinate and track annual faculty review processes with the Chair and ensure the receipt of required documentation in advance, filing such documentation in department electronic files. Includes collegial teaching evaluations, yearly activity reports, annual conferences, etc.
Advise department leadership on faculty review guidelines and propose reviewer assignments.
Serve as subject matter expert to leadership and faculty.
Participate in developing and leading the department’s annual faculty review forums to inform faculty about the review policies, processes, resources, and timelines.
Oversee the peer teaching and clinical peer review evaluation processes.
Run Workday reports to ensure all reappointments are processed and communicated; ensure all appointments are extended as needed and in a timely manner. Records Management
Manage physical faculty folders, digital faculty portfolios, and all related documents per UW records retention and compliance policies and department security and privacy protocols and collaborate with Administrator and other leadership on improvement/expansion projects for this infrastructure.
Monitor and maintain department Faculty Management Tool for details of appointment and progress along timeclock, licensure, outside compensation, annual review, and other important informational and operational data points within the department.
Coordinate and track faculty outside work authorizations. Misc. Faculty Affairs
Review and advise department faculty and staff on new policies and procedures relating to faculty affairs.
Complete all Workday business processes required for the work of this position.
Manage the faculty voting process for the Department for all appointments and promotions.
Act as expert user of our faculty ballot system, send out voting requests to department faculty using digital survey tools, provide training to new users, troubleshoot issues.
Provide coordinating support and/or backup coverage to other AHR Team members for running their votes.
Review data discrepancies between various systems and work with stakeholders to implement changes to clean up data.
Respond to and act on ad-hoc data, audit, and analysis requests.
Create process guides and tools resources from policies and procedures outlined from OAP and the UW faculty code to document and support key functions and activities.
Distill information from multiple sources into concise communications and products.
Maintain continuously develop the departmental intranet and SharePoint resources for effective Faculty Affairs Management.
Consult with other AHR and Operations team members on academic affairs matters including policies and procedures, training for staff and other actions.
Monitor annual faculty leave balances for the department.
Coordinate biannual Medicare faculty time tracking survey.
Coordinate annual peer clinical evaluation collection process. Other Duties
Provide back-up support for faculty and trainee appointments, terminations, medical staff appointments and reappointments, and leave management.
Ensure that Department Faculty Affairs processes, practices and procedures follow best practices and are Anti-Racist.
Participate in continuous process improvement projects and committees.
Lead members of the department administrative team in their duties supporting discrete Faculty Affairs activities, providing training and guidance as needed.
Perform special projects or other duties as required to support the ongoing mission, strategic plans, operations, and centralized services of the department. MINIMUM REQUIREMENTS
Bachelor’s Degree in Social Sciences, Administration, Business, Human Resources, Humanities, Communications, or related field.
Two years’ experience with progressive responsibility in administration and project management in 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
Solutions-oriented, demonstrating strong initiative and follow-through and a proactive, service-oriented manner.
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 responsibly handle high-level confidential information with a high degree of tact, judgment, discretion, and diplomacy.
Ability to work independently and as part of a team.
Strong collaborative skills to work with large, diverse groups; strong interpersonal and soft skills; excellent written and oral communication skills; and awareness of ethical and political ramifications of decisions.
Excellent written and verbal communication skills, and proven organizational and interpersonal skills; ability to maintain a calm demeanor under pressure and to communicate effectively at all levels within an organization.
Proficiency with Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), other web-based programs (e.g. recruitment and faculty or HR/Payroll websites, survey and data analysis tools), and reference management tools.
Willingness and ability to learn how to use proprietary software products. DESIRED QUALIFICATIONS
The ideal candidate is creative, enthusiastic, and self-motivated, with the ability to adjust to evolving program needs; use available resources to solve problems; and take initiative regarding suggestions, ideas, or solutions to best meet program and unit goals.
Demonstrated commitment to equity, diversity and inclusion and fostering an anti-racist environment
Demonstrated expertise in managing Faculty Affairs or HR transactions, particularly using Workday, Interfolio, or similar systems.
Strong understanding of academic personnel policies, faculty lifecycle management, and compliance procedures, especially within a large University setting.
Knowledge of University of Washington faculty affairs, School of Medicine policies and procedures, and UW administrative systems
Experience with Lean or other continuous, strategic process improvement. CONDITIONS OF EMPLOYMENT
Long hours working at computer
Occasional work outside of normal working hours
Job Location: Harborview Medical Center Campus, Hybrid-eligible
Open office environment
Light lifting <25 lbs 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.
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