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The purpose of this position is to provide human resource support for all staff and academic faculty human resource functions in two large clinical departments within the School of Medicine. Please note: Academic HR is often referred to as “Faculty Affairs” and the terms are used interchangeably. The individual in this position joins the AS One HR team of eight Staff and Academic HR specialists that are responsible for all Staff and Academic HR functions across the Department of Anesthesiology & Pain Medicine (APM) and the Department of Surgery (DoS). Combined the two departments represent a labor force of approximately 950 faculty, staff, residents and fellows. You may read more about each of the Departments by going to their respective websites: APM website: https://depts.washington.edu/anesth/ and DoS website: https://www.uwsurgery.org/
This position, while assisting in both departments, will primarily be deployed to the Department of Anesthesiology & Pain Medicine and will report to the APM Faculty Affairs Manager with a matrixed relationship with the APM Staff Operations Specialist.
Position responsibilities are as follows: •Faculty Affairs Support– 40% •Staff Human Resources Support – 40% •General Administrative Support – 20%
The individual in this position must be highly efficient, detail oriented, and interested in HR & Faculty Affairs functions. They must be able to help facility with technical programs, enjoy process improvement and be a skillful team player. This person will spend a significant amount of time in Workday, the University’s cloud-based human resource and payroll management system.
This team is committed to encouraging diversity and inclusion and to being a workplace where such values are at the forefront of our daily interactions and our work. We value and seek diverse team members who are passionate, innovative, and collaborative. All candidates are encouraged to address as part of their cover letter how their experiences and perspective could potentially contribute to diversity and inclusion in our Team.
The AS One HR team’s goal is to have individuals who are primarily devoted to either faculty or staff workforce but with understanding of all types of employees and the ability to cross-cover, answer questions, solve issues and escalate issues as necessary. Our customers are the entire workforce of the Anesthesiology & Pain Medicine and Surgery departments. Our daily mission is to keep all the faculty and staff of these 2 large clinical departments able to show up and walk into the OR, clinic, lab or office on any campus and perform in their jobs smoothly and seamlessly with no administrative glitches; to be paid accurately and on-time; and, to have their out-of-the ordinary HR issues managed.
We also make it our daily mission to ensure that all faculty and staff are compliant with all rules, regulations and guidelines that govern their particular position, that they feel welcome and know where to go for assistance with their academic or staff HR needs. Finally, we want to help ensure our Workforce has a good experience at work – they feel their job and contributions matter, they are respected and valued, and there is a sense of camaraderie that pervades our departments. The AS One HR team is the centralized department resource for employee morale and engagement.
Faculty Affairs Support 40%
Working with the APM Faculty Affairs Manager to prepare non-paid clinical annual appointments and reappointments, ensuring information is properly entered into Workday
Under the guidance of the HR Assistant Director and the Chair’s Office Manager, assists with Faculty reviews including: coordinating process, distributing communications, managing data input, tracking and providing first review for completion of annual faculty reviews using the on-line Faculty Review tool; Work with Assistant Director and APM Chair Office Manager to review, update and liaise with software developer for annual revisions of tool.
Responsible for creating and managing faculty annual calendar of events
Responsible for per diem faculty timesheets, gathering timesheets from associated managers, entering monthly payroll calculation into both the CTM system and Workday for review by Faculty Affairs Manager
Assist with new faculty and Postdoctoral Scholar onboarding, including creating their onboarding schedule, communicating with necessary managers/assistants to coordinate meetings, alerting IT, etc.
Assist with off-boarding faculty and Postdoctoral Scholars
Prepare medical staff appointment packets for Chief and Chair’s signatures and return department approved medical staff appointment packets to OMSA by stated deadlines
Provide backup support of Postdoctoral Scholar & Postdoctoral Scholar Fellow appointments and re-appointments for both Departments;
Working with Faculty Affairs Manager and HR Assistant Director to coordinate and distribute information regarding all-faculty matters, e.g., Medicare semi-annual questionnaires; maintenance and distribution of faculty rosters; production, monitoring review and signing process for all standard faculty-related letters from Department Leadership
Staff Human Resources Support 40%
Assist with the staff hiring process, including: creating new positions and requisitions in Workday; updating the team’s internal tracking tool; communicating with central HR recruiting specialists; gathering background check information; and appointment letter drafting
Assist the Staff HR Operations Specialist in managing on-and-off boarding activities; ensuring appropriate processes are in place, tracked, and maintained, recommending improvements to processes as needed
Provide support with time and absence reminders for staff, audits and on-going maintenance of Workday Time & Leave system; back-up Time & Leave expert for APM
Work with the APM Staff Operations Specialist and team to coordinate and distribute information on all staff matters, including “Suspended Operations,” managing mandatory training announcements and tracking, etc.
Provide support for quarterly all-staff meetings in both departments as well as support for all other staff events, e.g. day of set-up, calendar announcements, etc.
Participate in department employee recognition team;
Provide backup support for graduate student appointments for both departments
Support Annual Staff evaluation process; ensuring up-to-date process on file, sending out necessary announcements and materials, tracking response and ensuring reviews are filed. Provide on-going completion reports to HR Assistant Director
Under guidance from HR Assistant Director, initiate changes to Staff Hiring Intake System; liaise with software developers to make changes from initiation to implementation
General Administrative Support 20%
Manage staff and faculty electronic filing systems – develop, improve and/or implement system as necessary to ensure that all files are saved and maintained, following necessary records retention and other protocols;
Provide support for merit review process for faculty and staff in APM; backup for DOS as needed
Assist with monthly costing allocation entry for both faculty and staff in APM; acting as back-up for DOS as needed
Work with Assistant Director and HR and FA Managers to create or generate reports (Workday or other) needed for management and reporting on defined team metrics
Provide support for ACGME Resident and Fellow Workday entry and onboarding; back up for DOS as needed
Manage the APM Department i-Page
Create and maintain an annual timeline/calendar of events for faculty and staff HR processes
REQUIRED QUALIFICATIONS Minimum Qualifications per Job Class:
Four years of office experience including two years of increasingly responsible experience in a human resource or related setting OR equivalent education/experience
Experience with any aspect of HR or Talent Management, including payroll, recruiting, benefits administration, academic appointments and promotions or general HR administrative functions.
Other Required Qualifications
Ability to work well independently and as part of a team
Detail oriented and extremely accurate in work
Have outstanding time management, multitasking, and organizational skills; Able to independently prioritize duties
Conscientious about confidentiality
Excellent verbal and written skills
Proficient with Microsoft products (Word, Excel, Outlook, PowerPoint)
Able to quickly understand complicated processes, complicated organizational structure and new technology
Comfortable with rethinking processes and recommending/implementing new processes
Comfortable with routine tasks, but can take on bigger challenges as they present themselves and within scope of position
Interested in Process Improvement techniques.
BA in liberal arts or sciences – Business, healthcare management or similar
Familiarity with Workday – UW HR/Payroll Management System
Familiarity with academic medical systems and processes
Ability to work well in an integrated team of HR specialists
Familiarity with other UW and state compliance requirements surrounding HR
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.