Academic HR Specialist - Academic Appointments and Compensation

University of Washington Medical Center • Seattle, WA

15d

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 a full-time Academic HR Specialist (AHR Specialist). Reporting to the AHR Partner, the AHR Specialist will be primarily responsible for faculty lifecycle events in Academic Affairs. This role has delegated authority to interpret complex policy and contractual provisions to provide department level academic HR work for academic HR life cycle processes for departments utilizing the SoM AHR Integrated Resources. The AHR Specialist ensures the delivery of high-quality, compliant Academic HR services, builds consistent processes across departments, and partners with the SoM AHR Integrated Resources team to advance the Integrated Resource model. The AHR Specialist will work closely with the Academic HR Partner to manage all faculty and academic personnel lifecycle processes for the departments they serve, from recruitment to separation. Examples of these responsibilities include preparing materials for departmental meetings with the chair, preparing materials for faculty academic appointments and promotions, initiating and processing WWAMI faculty appointments, and proactively monitoring upcoming HR milestones through Workday reporting. The AHR Specialist will maintain accurate records, anticipate needs to avoid delays or compliance issues, and ensure the delivery of high-quality, compliant academic HR services. In this capacity, the AHR Specialist contributes significantly to building consistent processes and procedures across departments, collaborates with institutional partners, and supports the Integrated Resource model. The AHR Specialist will support multiple SoM departments to ensure 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 will utilize knowledge of academic HR policies and compensation structures in an academic healthcare setting to provide insightful and thoughtful advice and solutions while also advising on HR policy application. This position will handle sensitive and confidential information with discretion, tact, and professional judgment in all interactions, while ensuring data integrity, confidentiality, and compliance with institutional, legal, and regulatory standards. This position requires knowledge of academic HR policies and compensation structures in an academic healthcare setting. The AHR Specialist 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 role requires accuracy, efficiency, flexibility and a desire to serve multiple key personnel, while working within UW regulations. The AHR Specialist 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 or related field, and at least two 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.
• Possesses a fluent understanding of and commitment to fostering an inclusive, respectful and welcoming community for all.
• 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.

Nice To Haves

• 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.

Responsibilities

• Perform faculty and academic personnel lifecycle processes for assigned departments—from recruitment and appointment through promotion, reappointment, separation, and emeritus status.
• Prepare and assemble materials for appointments, promotions, annual reviews, evaluations, ensuring all supporting documentation is accurate, complete, and compliant with School of Medicine and University policies.
• Process faculty appointments, according to established timelines and requirements.
• Perform the WWAMI appointment process from start to finish.
• Provide independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures. This includes interpreting, analyzing, and disseminating rules, policies and procedures.
• Provide guidance to department staff and Integrated Resources team on university and school policies related to faculty and academic personnel appointments, compensation, promotions, practice plan actions, and other personnel matters.
• Maintain up-to-date knowledge of policy changes, procedural updates, and compliance requirements, providing clear, accurate guidance on interpretation, processes, and best practices.
• Interpret and 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.
• Conduct reviews of appointment packets, promotion files, and other faculty documentation to help verify completeness, accuracy, and adherence to institutional and regulatory standards.
• Proactively monitor upcoming lifecycle milestones (such as appointment end dates) by running Workday reports, and coordinate with relevant key partners to ensure timely follow-up and prevent delays.
• Coordinate and manage annual academic and HR processes, ensuring timely completion, documentation accuracy, and alignment with School of Medicine deadlines and requirements.
• Faculty compensation actions including merit increases, salary changes, supplemental pay, retention packages, X/Y shifts, unit adjustments, TPS, NTE TPS, ADS, MAC, and SAAC.
• Work with the Academic HR Partner and Integrated Resource teams to ensure actions comply with applicable policies and are implemented accurately.
• Maintain confidentiality and accurate records for all compensation actions.
• Help monitor workflows, identify potential issues, and coordinate with Integrated Resource teams to support timely resolution and prevent payroll errors.
• Provide support for the annual merit process by preparing materials, verifying eligibility and accuracy, entering data into Workday, and helping complete Change Transaction Memoranda (CTMs) as needed.
• Maintain costing allocations for faculty and academic personnel by preparing and reviewing distribution details across grants, departmental budgets, clinical funding, and other sources.
• Collaborate with Integrated Resource partners to ensure the accuracy and timeliness of transaction processing, troubleshoot errors, and escalate issues when needed.
• Review process guidance and timelines to align expectations with workflows.
• Provide feedback and ideas to improve centralized processes and contribute to system and workflow enhancements across the School of Medicine.
• Implementing, tracking, and completing projects assigned by the AHR Partner.
• Participate in projects directly related to integrated resources.
• Analyze and interpret data using Excel.
• Utilize data to support data clean up in Workday, CTMs, and FAR.
• Create and maintain process documentation—including SOPs, process flows, checklists, trackers, and resource materials—to ensure clarity, standardization, and operational alignment across the Integrated Resources Team.
• Participate in identifying process inefficiencies, recommend improvements, and partner with Integrated Resources 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.
• 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.
• Manage confidential and sensitive information with integrity and confidentiality.
• 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.

Benefits

• outstanding benefits
• opportunities for professional growth
• chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees