Faculty Recruitment Operations Specialist - School of Medicine Academic HR

University of Washington•Seattle, WA

2d•Onsite

About The Position

The School of Medicine Dean’s Office of Academic Appointments and Compensation, Integrated Resources, Academic HR, is seeking a Faculty Recruitment Operations Specialist. This role leads the administrative and operational coordination for faculty searches from launch through closeout, serving as a central resource for search committees, candidates, and Academic Human Resource partners. The position is part of the Academic Appointments and Compensation (AAC), Integrated Resources, Academic HR team, which supports 31 School of Medicine departments and affiliated institutions in attracting and retaining exceptional faculty to advance UW Medicine’s missions. This is an ideal opportunity for an organized, service-oriented professional who enjoys managing complex details, building trusted relationships, and creating an outstanding candidate experience.

Requirements

Bachelor’s degree in any field, or an equivalent combination of education and experience.
Two or more years of experience in administrative coordination, recruitment support, or program coordination.
Demonstrated experience managing complex scheduling and logistics involving multiple key personnel.
Strong organizational skills, exceptional attention to detail, and the ability to manage multiple concurrent priorities and time-sensitive deadlines.
Excellent written and verbal communication skills.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, Asana, or similar collaboration and project-management tools.

Nice To Haves

Experience supporting faculty recruitment or academic search processes.
Familiarity with University of Washington systems, such as Interfolio and Workday.
Experience coordinating travel and processing reimbursements.
Knowledge of academic HR processes, faculty appointments, or compliance requirements.

Responsibilities

Manage full-cycle faculty recruitment operations, including position posting and outreach coordination, candidate communications, applicant tracking in Interfolio, distribution of application materials, and accurate search records and status updates.
Coordinate structured review and selection activities with search committees, including evaluations, longlists and shortlists, virtual and in-person interviews, feedback collection, and consistent use of approved processes and materials.
Deliver a responsive, professional candidate experience by setting clear expectations, communicating timely updates, and partnering with committees to continuously improve recruitment practices.
Plan and execute campus visits, including travel, lodging, transportation, multi-day itineraries, meetings, presentations, hosted meals, space reservations, audiovisual needs, catering, hosts, and escorts.
Process reimbursements and expenses, track recruitment expenditures and budget records, and ensure all visit-related documentation complies with UW policies.
Launch and support faculty searches by coordinating kickoff meetings, committee schedules, agendas, training completion, recruitment materials, evaluation tools, membership records, and search-specific documentation.
Own search timelines and progress tracking, proactively follow up on outstanding items, and securely manage confidential candidate materials so committees remain informed and searches stay on track.
Maintain complete, accurate, and confidential recruitment records in alignment with UW policies, applicable laws, faculty recruitment guidelines, and School of Medicine practices, including outreach, evaluations, communications, trainings, and committee decisions.
Coordinate final deliberations, feedback surveys and voting processes; compile materials for leadership review; partner with Academic HR on offer and appointment steps; and complete professional candidate notifications, quality review, archiving, and post-search improvements.
Provide polished administrative support for special projects and initiatives, including drafting clear, accurate communications and collaborating daily with AAC colleagues and departmental partners across Microsoft Teams, Outlook, Zoom, and other channels.
Apply sound judgment, discretion, meticulous attention to detail, and a solution-oriented service mindset while managing sensitive information, high work volumes, changing priorities, and critical deadlines.