Faculty Recruiter/Academic HR Manager

University of Washington•Seattle, WA

About The Position

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 Psychiatry and Behavioral Sciences within the UW School of Medicine is recruiting for an experienced Human Resources Manager with a focus on faculty recruitment. Psychiatry is the third largest department in the School of Medicine and has centralized administrative support for the entire department. This individual will report to the Faculty Human Resources Business Partner and will provide general faculty and academic HR support and faculty recruitment efforts. The position will be part of a team of human resource professionals supporting the department that is composed of an Associate Director for HR, two lead Human Resources Business Partners (Faculty/Academic and Staff focused), two Human Resources Coordinators (Faculty/Academic and Staff focused), a Program Operations Specialist with a focus on payroll, and two Human Resource Dept/Admin Manager positions (one focused on staff and this position focused on faculty and academic appointments and recruitment). As a unit, they provide full support for departmental faculty, academic, and staff human resources and payroll. Given privileged and highly confidential information and trusted to act upon this information accordingly and with discretion; manages appointments of individuals who are located across the WWAMI region; must interact and collaborate with multiple offices and individuals in several states. This position is critical to supporting the educational mission of the department, school and University. It is required to ensure the department remains compliant in its training of residents and medical students by managing the appointments of clinical faculty supervisors.

Requirements

Bachelor's Degree in human resources, business, social sciences, communications, or related field AND two years experience OR equivalent combination of education and experience.
Demonstrated understanding of HR management principles, including recruitment (e.g., outreach, sourcing, networking), engagement, development, compensation, employee relations, employment law, and benefits.
A thorough understanding of State and Federal policies related to human resources.
Strong customer service orientation with the ability to maintain a positive attitude.
Successful, demonstrated ability to provide very high-quality customer service.
Solutions-oriented, demonstrating strong initiative and follow-through.
Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.
Work with confidential information and take appropriate action.
Successful history and ability to work on large, complex projects in a deadline-driven environment.
Must be a self-starter who works successfully from stated goals without instruction.
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 collaborate with others.
Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization.
Professional level competency with general MS Office applications, e.g., Word, Excel, Outlook, Teams, and ability to learn new software applications as necessary to do the job.
Ability to thrive while working with a high volume of work and critical, time-sensitive deadlines.
A flexible and open mindset is essential.
Ability to research and synthesize information and communicate effectively to lay audiences in verbal and written form.
Possess in-depth knowledge of Workday transactions and functionality, including initiation, approvals, process-flows, downstream impacts, and business consequences.

Nice To Haves

Three to five years of relevant work experience.
Experience with academic personnel.
Experience with Psychiatry and Psychology specialties.
Experience organizing and staffing recruitment booths and in creating recruitment and outreach materials.
Experience creating recruitment plans, candidate banks, outreach strategies, and networking through multiple avenues (e.g., professional societies, affinity groups, listervs, etc.).
Proven expertise at managing both academic and staff human resources at a UW department level.
Familiarity with UW systems such as Workday, Interfolio, and other HR service platforms.
Working knowledge and interpretation of university policies and procedures.
Ability to represent the department and university in positive and engaging ways.
Comfort with and ability to express complex employment factors to a variety of audiences.

Responsibilities

Develop and implement recruitment campaigns targeting psychiatry residents and other candidate pools (e.g., emails, mailers, LinkedIn, conferences). Includes development of print and digital recruitment collateral and talking points through partnership with the Department’s Associate Director of Communications.
Manage full cycle recruiting: posting positions and advertisements in Interfolio, targeted trade journals and websites, sourcing diverse candidates, screening applications, and preparing offer letters.
Partner with service chiefs and leadership to identify top candidates and forecast hiring needs; maintain candidate banks for future positions.
Proactively source and actively network with internal and external partners (including department chairs, residency program directors) to expand candidate pipelines and identify candidates for recruitment.
Organize and represent the department at recruitment events and national professional society meetings (including occasional travel).
Keep abreast of information to use in our recruitment efforts (e.g., rankings, why WA is the best state in America, UW Medicine best employer, etc.).
Maintain recruitment metrics (e.g., open/filled positions, time-to-fill, forecasted needs, separations) and report trends.
Advise service chiefs and leadership on the recruitment regulations, best practices, and compensation guidelines.
Ensure compliance with federal, state, and university recruitment and hiring policies and laws.
Support recruitment of new faculty, acting, clinical, tenure, without tenure and research faculty, as well as trainee appointments (postdoctoral scholars, fellows, non-ACGME fellows, clinician researchers, etc.) including posting advertisements, coordinating search committees, advising the Chair, and scheduling visits in accordance with Department, School of Medicine, and University policies.
Manage and submit annual hiring plan to the School of Medicine.
Partner with the lead Faculty HR Business Partner to ensure compliance with all policies and requirements for Interfolio postings, Workday entries, onboarding, and collective bargaining agreements.
Manage collection and timely submission of appointment packets; Coordinate Medical Staff appointment packets with Office of Medical Staff Appointments (OMSA); request AMC access for all appointments, and EPIC access for clinically active appointments.
Oversee onboarding and separations in compliance with the University and School of Medicine requirements.
Implement appointment, reappointment, and promotion processes under delegated authority from the lead Faculty HR Business Partner.
Manage all appointments, reappointments, and promotions in compliance with University and School of Medicine requirements and deadlines.
Oversee annual and term faculty (courtesy, clinical, acting, adjunct, affiliate, and visiting) appointments, reappointments, promotions, CTM and Workday updates, onboarding, and separations.
Oversee the annual merit review process.
Manage reappointments and separations for trainees (postdoctoral scholars, Fellows, Non-ACGME Fellows, clinician researchers, etc.) in accordance with collective bargaining agreements in Workday and on PsycSource, the department’s intranet and internal ticketing/tracking system.
Prepare annual materials and communications for faculty and academic personnel actions, ensuring review materials are distributed to voting faculty.
Support mandatory and non-mandatory promotion processes for regular and research faculty.
Manage faculty compensation actions (e.g., X/Y shifts, ADS, TPS, MAC, SAAC, retentions), prepare justification letters for the Chair, and complete CTM and Workday updates and business processes.
Process FTE changes and ensure data accuracy in SOM CTM system and Workday.
Maintain electronic records of faculty appointments, licensure, outside compensation, annual review, and other documents within the department.
Identify and address issues requiring early intervention using independent judgment, collaborating with other decision makers as needed.
Respond to audit requests from the School of Medicine in a timely manner.
Advise and provide guidance to department faculty and staff on new Academic HR policies and procedures.
Run Workday reports to track reappointments, ensuring timely processing and extensions.
Assist with academic personnel leave tracking and reporting.
Identify opportunities for process improvement; draft proposals, implement plans, and evaluate outcomes.
Continuously evaluate and improve recruitment policies and procedures.
Perform other faculty affairs tasks as assigned.