HUMAN RESOURCES ASSISTANT

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.

POSITION PURPOSE
This position is responsible for managing the Department’s faculty promotion process for over 100 faculty. This position also provides high level, confidential human resources and payroll back up support for faculty, staff, student employees, and interns in the Departments of Neurology and Neurological Surgery. It also manages the medical staff and academic appointments for new fellow/acting instructor faculty and clinical courtesy faculty.

Our departments specializes in the management of neurologic conditions, acute brain and spinal trauma, vascular disease, and disorders of the brain, peripheral nerves and spine. We co-direct the UW Medicine Neurosciences Institute and our physicians practice at Harborview Medical Center, UW Medical Center, UWMC-North West, Seattle Children's Hospital, Northwest Hospital, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, our departments has one of the premier academic training programs in the world. We have an outstanding research programs ranging from spine regeneration to brain computer interface and a broad array of clinical trials. Our Departments includes more than 100 full-time clinical and research faculty, 40 residents, 15 fellows and 40 administrative staff.

This position requires comprehensive understanding of and the ability to navigate various organizational structures both internal and external to the department of Neurology including six hospitals, multiple clinics, and national and international research. The appointments function is critical to the department's ability to attract and retain top faculty and staff. The appointment issues are particularly complex because this department has to proactively coordinate all aspects of the appointment, credentialing, licensing, and visas that can easily get derailed due to the unique constraints of each candidate’s appointment and the multitude of offices and outside agencies involved. This is a very complex process due to national and state medical credentialing issues. This position must also track and clearly communicate all timelines to all parties. Missing a critical deadline could result in the delay of hiring a new faculty member or even the loss of a competitive top recruit, which could result in potential revenue loss. Furthermore, this position is responsible for all fellow and clinical courtesy appointments, which accounts for over 200 faculty appointments

This position has proven critical to recruiting and retaining exemplary faculty and fellows. It plays a key role in presenting a positive, customer service friendly image of the Department to the public, University officials, School of Medicine officials, and Department faculty, staff, students, and visitors. This position is responsible for administering the faculty appointment processes and providing back-up support for the faculty promotion and re-appointment processes.If these duties are performed well the Department will grow in healthy and successful ways. If it is done carelessly, fraudulently or unethically, the Department, School of Medicine and potentially UW may experience difficulties with auditors, patients, donors, etc.

DUTIES AND RESPONSIBILITIES
Faculty Promotions Management 40%

Independently manages the annual academic and clinical faculty promotion and mentorship process for the department of Neurology for over 100 faculty.

Is the department expert on all faculty promotions and guides the Vice-Chair of Faculty Affairs to ensure all policies, timelines, and communications are executed proactively and compliantly.

Independently manages the entire faculty review process and formally communicates with the Chair and Vice-Chair of timelines for promotion/tenure review.

Collect and analyze annual data for all faculty members including augmented CVs, faculty productivity reports and clinical practice metrics.

Provide the Vice-Chair with quarterly teaching and clinical evaluation reports and proactively notify faculty of missing materials.

Drafts confidential letters on behalf of the Vice-Chair and Chair related to the promotion process and concurrence letters for the Vice-Chair of Faculty Affairs

Independently design, implement, and maintain a robust tracking system for department faculty to easily organize teaching and clinical evaluations, publications and other scholarship information for faculty. Regularly pull reports on progress towards faculty goals and sends to the Chair and Vice-Chair

Develop packets of faculty materials and communications for promotions, including making review materials available to voting faculty.

Manage and maintain Interfolio accounts related to faculty promotions

Management of Academic and Medical Staff Appointments 30%

Manage the lifecycle process for new fellow (acting instructor) faculty and medical staff appointments; draft offer letters, solicit appointment package materials, conduct faculty votes, build and submit appointment packages; enter medical staff appointment requests; is the primary liaison with internal departments and the faculty candidate to complete all application requirements.

Manage clinical courtesy faculty reappointments and promotions; Obtain documentation from faculty for annual reappointment, communicate with the Academic Appointments and Compensation Office to submit reappointments to the Dean’s Office.

Manages and enters all data and required materials for a variety of databases (Interfolio, RFA, FAR, RMA, etc.).

Backup Support: Staff Appointments and Payroll Functions 20%

Track HR and payroll activities and records using a project management systems and best practices; develop and maintain files, databases, and spreadsheets; ensure compliance with records retention schedules.

Assist team with office processes and development of performance improvement systems related to facilities management, staff badging (UW and FHCC), and phone/contact updates.

Support onboarding all faculty and staff

Ensures all staff and faculty I-9s are completed by the federal deadline (first 3 days of hire).

Provide backup to the payroll analyst and help run routine reports, conduct analysis; escalates errors/issues

Responsible for maintaining the HR and faculty affairs business units Standard Operating Procedures (SOPs) ensuring the correct processes and steps are documented to improve efficiency and maintain compliance

Other Duties as Assigned 10%

MINIMUM REQUIREMENTS
Bachelor's degree in Social Sciences, Business, Communications or other related field
2-3 years minimum work experience in human resources

Proficient in the use of Microsoft Office, including Word, Excel, PowerPoint, and SharePoint

Must be able to work independently with exceptional organizational, planning, time management skills and initiative.

Must also be able to work as a member of a team and to lead teams to successful outcomes

Excellent written and verbal communications skills

Skills in program management, as illustrated by the ability to set priorities and manage multiple projects and competing deadlines.

Problem-solver able to successfully navigate a complex organization and identify creative solutions.

Experience exercising discretion with complex and sensitive issues.

Demonstrated ability to be a self-starter who takes initiative and follows through.

A high level of professionalism, Service Excellence, and confidentiality

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED QUALIFICATIONS

Experience with Workday Demonstrated experience onboarding and training new staff members in complex systems