Academic HR Manager - Academic Appointments and Compensation

University of Washington Medical Center•Seattle, WA

About The Position

UW Medicine’s Dean of Medicine Office of Academic Appointments and Compensation (AAC) is the central, expert-driven academic HR resource serving 31 School of Medicine (SoM) departments and multiple affiliated institutions, including UW Physicians, Children’s University Medical Group, Seattle Children’s Hospital, Fred Hutchinson Cancer Center, and the VA. AAC navigates and applies intricate, multi-layered policies drawn from federal and state laws, University and School rules, and partner institution regulations. The AAC Office serves as the primary academic human resources facility for SoM department chairs, departmental administrators, SoM executive staff, and other staff members including those at UWP/CUMG and closely affiliated institutions. Decisions related to faculty are influenced on a daily basis through independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures. SoM departments rely on AAC for the navigation of specialized knowledge in the full lifecycle of faculty affairs. If specialized knowledge of policies and procedures of the University, School, UWP/CUMG and closely affiliated institutions is not provided, including recruitment, appointment, promotion, salary issues and compliance regulations, there could be significant negative impacts on the School, University, UWP/CUMG, affiliated institutions and the clinical services provided at UW Medicine and other approved sites of practice. AAC has an outstanding opportunity for an Academic HR Manager (AHR Manager) reporting to the AHR Partner. The AHR Manager will be primarily responsible for supporting the Academic Appointments and Compensation Integrated Resource team on all faculty lifecycle events. This role will provide department level academic HR support as well as dean’s office review for academic HR life cycle processes for departments utilizing the SoM AHR Integrated Resources. This role ensures the delivery of high-quality, compliant Academic HR services, builds consistent processes across departments, and partners with leadership to advance the Integrated Resource model. The AHR Manager is a key individual in the School of Medicine’s Academic HR Integrated Resource team providing Academic Human Resources (AHR) guidance and support to multiple SoM departments. This position ensures consistency, compliance, and efficiency in academic personnel practices, serving as a trusted partner to the SoM AHR Integrated Resource team and institutional offices. This position requires knowledge of academic HR policies and compensation structures in an academic healthcare setting. The AHR Manager is frequently required to interpret complex rules, provide recommendations, and resolve sensitive matters involving faculty, academic personnel, and institutional partners. This position impacts the University of Washington’s standing as an academic center of excellence. Decisions made in this role have broad impact on compliance, faculty experience, and departmental operations across the School of Medicine. The position requires discretion, diplomacy, and independent judgment to balance institutional requirements with faculty needs. This position requires accuracy, efficiency, flexibility, and a desire to serve multiple key personnel, while working within UW regulations. The AHR Manager must manage sensitive and confidential information with discretion and have excellent communication, problem-solving, project management and relationship management skills.

Requirements

Bachelor's Degree in Business Administration, Human Resources, Communications and/or related field, and at least three years of experience that shows increasing responsibility in administrative roles and experience, or experience working in a University or academic healthcare organization or medical administrative setting that shows increasing responsibility in administrative roles and experience.
Equivalent education and/or experience will substitute for minimum requirements and qualifications
Ability to interpret and apply complex state or public agency policies and procedures.

Nice To Haves

Possesses a fluent understanding of and commitment to fostering an inclusive, respectful and welcoming community for all.
Project-management experience.
Working knowledge of Academic healthcare institutions, School of Medicine departments and UW specific systems.
Knowledge of School of Medicine, University of Washington academic human resource and compensation rules, regulations, policies and procedures along with UW administrative systems.
Ability to work as part of a team, as demonstrated by prior work experience.
Experience working with issues of a confidential nature, using discretion and tact.
Proven ability to negotiate highly sensitive, political situations for positive outcomes and favorable results.

Responsibilities

Faculty Lifecycle Management
Oversee all faculty lifecycle processes—from recruitment through separation—ensuring every action is executed accurately, efficiently, and in alignment with School of Medicine standards, institutional policies, and academic mission.
Transact on academic personnel HR actions (hires, appointment changes, etc.) in Workday (the UW HR/P system) following the timelines and expectations of payroll, central campus, and the SoM, and the School of Medicine Change Transaction Memorandum (CTM) following the timelines and expectations of payroll, central campus, School of Medicine and practice plans.
Coordinate, prepare and review all materials related to faculty appointments, reappointments, promotions, annual reviews, and academic track changes, ensuring consistency, integrity, and timely follow through of academic personnel actions.
Conduct comprehensive quality reviews of appointment packets, promotion files, and other faculty documentation to ensure completeness, accuracy, and adherence to institutional and regulatory requirements.
Manage end-to-end onboarding for new faculty, overseeing Workday transactions, credentialing workflows, compliance tracking, and clear communication of institutional expectations.
Support offboarding activities including separations, retirements, emeritus requests, and final transaction processing.
Maintain thorough understanding of Workday transactions and functionality, including initiation, approvals, process-flows, downstream impacts, and business consequences.
Work independently and collaboratively to develop solutions that demonstrate sound professional judgment.
Provide independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures.
Interpreting, analyzing, and disseminating rules, policies and procedures is critical.
Provide guidance on university and school policies and procedures related to appointments, compensation, practice plan actions, and other personnel actions.
This position entails frequent and substantive interactions and involves sensitive and confidential matters; good judgment, tact, and discretion are a necessity.
Process faculty compensation actions, including merit increases, salary changes, supplemental pay, retention packages, administrative stipends, X/Y shifts, unit adjustments, TPS, NTE TPS, ADS, MAC, and SAAC.
Ensure policy compliance and coordinating accurate implementation across payroll systems.
Prepare and process compensation adjustments in Workday and UWP/CUMG payroll systems, maintaining confidentiality and precise recordkeeping.
Monitor workflows, troubleshooting issues, coordinating with Integrated Resource teams, and ensuring timely resolution to prevent payroll errors.
Serve as a liaison with UWP, CUMG, and institutional partners, resolve discrepancies and maintain strong working relationships.
Process the annual merit increase cycle, coordinating timelines, verifying eligibility, preparing documentation, ensuring accuracy of proposed increases, and maintaining transparent tracking for leadership review.
Prepare and review required compensation documentation, such as CTMs, offer letters, compensation requests, and annual notification letters, ensuring completeness and alignment with School of Medicine and University policies.
Oversee costing allocations for faculty and academic personnel, ensuring correct and compliant salary distributions across grants, departmental budgets, clinical funds, and other sources; monitor end dates and coordinate timely updates.
Collaborate or address overpayments or underpayments.
Collaborate with team members and institutional partners on academic affairs, including policy implementation, process development, trainings and operational improvements.
Maintain up-to-date knowledge of policy changes, procedural updates, and compliance requirements, providing clear, accurate guidance on interpretation, processes, and best practices.
Apply School of Medicine policies and regulations related to faculty titles, compensation, compliance, licensing, and academic reviews with discretion and adaptability in a dynamic environment.
Ensure data integrity, confidentiality, and compliance with institutional, legal, and regulatory standards.
Oversee costing allocations for faculty and academic staff, ensuring accuracy of payroll distributions across grants, departmental budgets, and clinical funding sources.
Monitor costing end dates and proactively coordinate updates with finance and Integrated Resource partners to prevent payroll errors and funding lapses.
Coordinate and manage annual academic and HR processes, ensuring timely completion, documentation accuracy, and alignment with School of Medicine deadlines and requirements
Coordinate closely with Integrated Resource partners to ensure the accuracy and timeliness of transaction processing, troubleshoot errors, and escalate issues when needed.
Provide process guidance and timelines to Integrated Resource team members to align expectations with workflows.
Participate in School of Medicine working groups or committees related to academic affairs, compensation, systems updates, or process improvements.
Provide feedback to improve centralized processes and contribute to system and workflow enhancements across the School of Medicine.
Collaborate with central offices and affiliate partners (e.g., Office of Academic Personnel, Campus HR, UWP, Seattle Children’s, VA, Fred Hutch) to ensure alignment of policies, procedures, and best practices.
Develop and refine workflows that support efficient and consistent execution of academic lifecycle processes.
Create and maintain process documentation—including SOPs, process flows, checklists, trackers, and resource materials—to ensure clarity, standardization, and operational alignment across the Shared Environment.
Identify process inefficiencies, recommend improvements, and partner with Integrated Resource team to implement effective solutions.
Perform other duties or projects as required or assigned.
Provide high-level administrative support across a range of initiatives, special projects, and day-to-day operations.
Proactively assess faculty and organizational needs to deliver timely, effective solutions.
Draft, review, and edit communications and documents with a high degree of clarity, accuracy, and professionalism.
Demonstrate exceptional verbal and written communication skills across all levels of the organization.
Maintain a professional and customer-focused demeanor in all interactions.
Foster strong working relationships with faculty, staff, senior administrators, and external key leaders, exercising diplomacy, discretion, and cultural sensitivity.
Manage confidential and sensitive information with integrity and confidentiality.
Exercise sound judgment in independent decision-making to enhance organizational efficiency and effectiveness.
Demonstrate strong organizational skills, with the ability to plan, prioritize, and manage a high volume of tasks under tight deadlines and changing priorities.
Adapt quickly to shifting responsibilities while maintaining attention to detail and accuracy.
Utilize and maintain proficiency in a range of software platforms, including Microsoft Outlook, Word, Excel, PowerPoint, Interfolio, Workday, and Asana.
Communicate and collaborate effectively using Microsoft Teams, Outlook, Zoom, and other tools.