Req #:
247085
Department:
DEPARTMENT OF MEDICINE
Job Location:
Seattle Campus
Posting Date:
06/24/2025
Closing Info:
Closes On 07/01/2025
Salary:
$7,000 - $8,325 per month
Other Compensation:
Limited Recruitment:
Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.
Shift:
First Shift
Benefits:
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.
Req #: 247085 Department: DEPARTMENT OF MEDICINE Job Location: Seattle Campus Posting Date: 06/24/2025 Closing Info: Closes On 07/01/2025 Salary: $7,000 - $8,325 per month Other Compensation: Limited Recruitment: Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: 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. 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 an Academic HR Manager to join their central academic HR team.
The AHR Manager is responsible for the executive management, oversight and strategic planning of two significant processes in the Department of Medicine: 1) manage faculty personnel actions for Postdocs and visiting faculty appointments, reappointments, and visas; 2) all Department of Medicine faculty leave actions. This position is responsible for operations of the specific sections of the above program and processes to meet department strategic goals in the teaching, research and clinical mission, using discretion and independent judgement, decision-making and problem-solving skills and is accountable for all of the program/process results.
The Department of Medicine is the largest department in the School of Medicine with over 3900 staff, faculty, trainees and students and an annual budget of approximately $600,000,000 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.
In addition to understanding the complex administrative and academic functions of the largest department in the UW School of Medicine, the AHR Manager expertly advises, facilitates and liaises with the administrators in the 11 academic divisions on faculty appointments, recruitment and retention. This position establishes overall direction; plans, develops and implements departmental policies and systems as they relate to the program and processes listed above. This position works closely with the associate directors, the chair and director of the department to achieve the goals of the department.
This position will be responsible for guidance and ensuring compliance with School and University policies, procedures and timelines in regards 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
Postdoctoral Scholar Appointments (45%)
Manage all UAW and non-UAW postdoctoral scholar appointments, reappointments, and payroll processes. This position manages around 40 new postdoc appointments and reappointments annually.
Advise division administrators and PIs on appointment procedures, documentation, and compliance with union and University policies including setting salaries, benefits, leaves and insurance.
Coordinate with internal and external stakeholders (e.g., Dean’s Office, UWP, affiliate institutions) to facilitate postdoc appointments, reappointments, and compensation agreements.
Direct and provide consultation to affiliate institutions, (Fred Hutchinson Cancer Research Center, VA Puget Sound Health Care System, and the Puget Sound Blood Center), and the 11 division Administrators and HR staff, on affiliate postdoc scholar policies and procedures regarding recruitment, appointments, and reappointments.
Oversee postdoctoral scholar recruitment processes, including advertising and documentation review. Act as an advisor, providing information and guidance to search committees and administrative staff regarding the procedure and documentation required for this title. Ensure faculty advertisements and searches comply with University, State, and Federal hiring practices.
Ensure compliance with various University deadlines, and prepare correspondence to the dean, on behalf of the Chair, to justify all reappointments and appointments. Ensuring deadlines are met and information transmitted is accurate and complete is critical to the career path of departmental postdocs, and could result in loss of an appointment, in the case of reappointments and other academic personnel actions.
Manage the J-1 visa process for postdocs including reviewing paperwork for accuracy and partnering with the Dean’s office and ISO to get timely approval on J-1 visas.
Conduct monthly Workday data audits and resolve discrepancies.
Provide ad hoc reporting and data analysis to support departmental planning and compliance.
Faculty Leaves (45%)
Serve as the Department’s expert resource and point of contact for questions related to leaves of absence, paid medical/sick leave, paid professional leave, benefits, etc., and provide individual division staff and departmental trainings. Lead trainer on this topic for 11 subspecialty divisions. The department of medicine handles a high volume of around 150 leaves every annual year.
Collaborate with the Director of Academic HR and work directly with the SOM Associate Dean for Academic Affairs on complex faculty affairs matters when leave is a component.
Apply independent judgement while reviewing and processing faculty leave (paid & unpaid) requests for the Department of Medicine faculty. Understand and apply knowledge related to FTE changes, reduced responsibility, and other FTE change mechanisms to offer appropriate path to faculty while maximizing their right to various types of leave. Navigate and interpret shifting guidance from the School of Medicine and the Provost’s office on leave policy, application and processes. Identify and anticipate areas of potential issues with regards to managing these processes. Develop, implement and update a department faculty leave tracking system.
Independently advise on and compare draft divisional policy against UW, state and federal policy (e.g., lactation accommodation following parental leave) with our different site partners (i.e. Fred Hutch).
Develop and oversee divisional meeting series to intervene when multiple leave-related overpayments or underpayments occur.
Meet with departmental faculty to advise on leave types (including FMLA, PFML, and LWOP) and considerations including issues around time in rank.
Visiting Faculty Appointments (5%)
Serve as the department’s technical expert on visiting faculty titles and appointment procedures.
Manage the appointment and reappointment process for visiting scientists and scholars across 11 divisions.
Coordinate with the International Scholars Office (ISO) to ensure visa compliance and alignment with University policies.
Reports, Special Projects & Other (5%)
Collect leaves data, analyze and interpret, provide to committees and workgroups in DOM/SOM and the Department Chair.
Perform monthly data clean up for workday.
Run DART and workday reports for faculty business processes.
Back up coverage to manage appointments for the Clinical Practice and Full-time clinical faculty track, covering for team absences and helping out during busy seasons. This includes reviewing and approving offer letters, providing expert advice to 11 divisions, confirming funding, reviewing packets, managing faculty votes, and Workday entry for new hires starting in July-September.
Plan and complete special projects as assigned, independently or as a member of a team (i.e. division or department strategic planning workgroup projects).
Additional duties as assigned.
Lead Responsibilities
Lead expert and trainer for academic personnel leaves policy and process for the department.
MINIMUM QUALIFICATIONS
Bachelor’s Degree in Business Administration, Communications, Higher Education or a related field and a minimum of 3 years’ experience with progressive responsibility in academic human resources, executive management, project management, program oversight or related areas.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Demonstrated understanding of ACGME and non-ACGME fellowships.
Must have excellent written and verbal communication skills; the ability to work both independently and as part of a team, and excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects.
Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
Must have strong writing skills for composing correspondence and editing documents.
Must be proficient in Microsoft Word, Excel, PowerPoint and Access; good working knowledge of Internet and web-based applications.
Demonstrated dedication to equity, diversity and inclusion.
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
Open to Department employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.
Read Full Description