Academic HR Manager - Department of Medicine

University of Washington•Seattle, WA

About The Position

The Department of Medicine seeks a full-time Academic HR Manager to manage, oversee, and strategically plan faculty and medical staff appointments, reappointments, promotions, compliance requirements, annual reviews, evaluations, onboarding, and separation processes for faculty and academic personnel employment programs in assigned divisions. The role directs program operations and processes to meet division and Department goals, exercises independent judgment and decision-making, and is accountable for employment program and process results. The position manages academic HR and faculty affairs processes, including promotion and appointment workflows, recruitment and search committees, medical staff credentialing and practice plan appointments, faculty review processes, and program relationships with internal and external partners. It develops tracking systems and resources, advises faculty and administrators on policies and requirements, ensures materials and processes meet applicable deadlines and standards, and supports process improvement across the Department and University. The role is based in the Department of Medicine, whose divisions work across multiple sites in the Seattle area. It is a regular, full-time position on the first shift. The Department has over 3,900 staff, faculty, trainees, and students and an annual budget of approximately $600 million.

Requirements

Bachelor’s degree in Business Administration, Communications, Higher Education, or a related field, or equivalent education and/or experience where permitted.
At least 3 years of experience with progressive responsibility in human resources or a related field at a diverse, complex, multifaceted organization, or equivalent education and/or experience where permitted.
Demonstrated dedication to equity, diversity, and inclusion.
Thorough knowledge of Academic Human Resources policies, procedures, principles, and practices, or equivalent transferable experience in personnel and salary administration, recruitment, program administration, or a related area.
Solutions-oriented approach, with strong initiative and follow-through.
Ability to manage and prioritize a high volume of work, concurrent projects, and critical, time-sensitive deadlines with consistent accuracy and attention to detail.
Flexible and open mindset.
Ability to exercise sound judgment and handle confidential information with tact, discretion, and diplomacy while maintaining strict confidentiality.
Excellent written and verbal communication skills and strong organizational and interpersonal skills.
Ability to remain calm under pressure and communicate effectively at all organizational levels.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, and other web-based programs.

Responsibilities

Advise divisions, administrators, appointment/merit/promotion committees, and faculty on promotion processes, timelines, requirements, and data-submission methods.
Serve as the primary point of contact between assigned divisions and the Department Academic HR team.
Develop and manage tracking systems and tools for faculty appointments, reappointments, and promotions.
Manage and facilitate division promotion materials, review proposals and documentation for quality, coordinate faculty voting processes, and ensure compliance with deadlines and Faculty Code requirements.
Advise faculty on appointment and promotion milestones and criteria, and create supporting resource materials.
Administer division appointment, merit, and promotion committees and ensure their guidelines are current and compliant.
Manage recruitment, search committees, appointments, and reappointments for faculty and academic personnel in assigned divisions, from hiring plans and job postings through hiring and relocation.
Coordinate communication and resolve issues related to recruitment and appointment materials, policies, and processes.
Advise division staff and faculty on policies and procedures concerning clinical and affiliate courtesy faculty; coordinate with Department Academic HR on appointments and renewals.
Manage and coordinate medical staff credentialing and practice plan appointments so clinical faculty can provide services consistent with approved faculty appointments.
Coordinate faculty annual review processes with the Department Academic HR team, Division Heads, and faculty; support voting and ensure compliance with Faculty Code requirements and University deadlines.
Assist with tracking clinical peer and teaching evaluation data and maintaining faculty curricula vitae and biographical sketches for review materials.
Develop systems to ensure faculty annual reviews are completed and scheduled in accordance with applicable requirements; guide Division Heads and staff in preparing, scheduling, and documenting reviews.
Compose correspondence for Division Head signature regarding personnel actions, including endowed chair appointments.
Build and maintain working relationships with internal and external entities, provide policy advice, and serve as a liaison with delegated authority and independent decision-making responsibilities.
Build trust with division leadership, research and resolve complex or ambiguous academic HR questions, and escalate issues to relevant University offices when needed.
Identify and implement process improvements, develop process guides and tools, communicate information from multiple sources, and assess and refine program systems as needs evolve.
Participate in Department, School, and University process-improvement initiatives and complete special projects independently or as part of a team.
Participate in professional activities and University trainings, including Office of Academic Personnel Forums and monthly HR Community of Practice meetings.
Perform additional duties as assigned.