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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years.The UW Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating physician leaders of the future, advancing research, advocating for children and providing the nation's best pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff.The Department of Pediatrics Central Administration Team has an outstanding opportunity for a Faculty Affairs Specialist (Payroll Title, Administrative Specialist).Primary responsibilities include the management, oversight, and strategic planning of faculty appointments, reappointments, promotions, compliance requirements, annual reviews, evaluations, onboarding, and separation processes in the Department of Pediatrics. Excellent customer service skills are essential, as the Department provides service to multiple customers including twenty-one divisions and the Department Chair, Medical Centers and School of Medicine.The Department of Pediatrics is deeply dedicated to its mission of teaching, research, and patient care. As the second largest Department in the UW School of Medicine, Pediatrics has twenty-one clinical divisions with approximately 1,500 appointments, including approximately 520 paid faculty members, 165 paid staff employees, 125 residents, 100 fellows and 620 volunteer/affiliate faculty and continues to grow each year. The Department of Pediatrics has a close affiliation with Seattle Children's Hospital (SCH) and Seattle Children's Research Institute (SCRI). Faculty members and staff employees in the Department are located at both institutions. In addition, the Department deploys staff to the Fred Hutchinson Cancer Research Center (FHCRC) and other non-UW Medicine affiliated institutions in the region.The Faculty Affairs Specialist will work in a team environment and will be assigned to work with approximately half of the Department of Pediatrics Divisions and associated faculty workforce. The position is responsible for the management, oversight, and strategic planning of faculty appointments, reappointments, promotions, compliance requirements, annual reviews, evaluations, onboarding, and separation processes for assigned client groups. This position is responsible for directing these program operations and processes to meet Department goals, using discretion and independent judgment, decision-making and problem-solving skills and is accountable for the program/process results.This position serves as the key administrative contact for Pediatrics' division chiefs, division administrators, Department leadership and faculty committees, and external administrative partners at Children's University Medical Group (CUMG), SCH and SCRI regarding faculty affairs. This position requires thorough knowledge of the layered and multi-variable appointment and credentialing process, demonstrating that knowledge by responding to complex questions by summarizing the pertinent issues and providing understandable and actionable answers to peers, administration, faculty, and external partners. Being able to communicate difficult and sometimes confusing policy information or principles to faculty or staff with expertise, grace and sympathy, without compromising or neglecting important rules and regulations. The position has decision making authority regarding departmental procedures in these areas and will provide direction, consultation and adjust policies as appropriate on the behalf of the Department Chair and Director.Position responsibilities include but are not limited to:Promotion Process:Advise Division Chiefs, Administrators, Department Promotions Committee and faculty on promotion process and timelines including recommending methods of data collection/submission ensuring compliance with Faculty Code requirements, University and School of Medicine timelines. Act as the primary point of contact for the Department with the School of Medicine Academic Appointments and Compensation (AAC) Promotions team. Develop and implement tracking systems for the faculty appointment, reappointment and promotion processes. Provide management, and facilitation of the Department Promotions website and related tools. Review proposals and documentation for quality control and prepare them for distribution; ensure compliance with University deadlines; develop and oversee faculty voting process. Advise faculty on the critical milestones that must be achieved to obtain an initial academic faculty appointment and subsequent promotion by providing an overview of the departmental and division criteria and creating resource materials, such as discussion and content guides. Serve as an administrative manager for the Department's promotions committee, ensuring the promotion guidelines are up-to-date, compliant, and address the expectations related to promotion within the Department of Pediatrics.Faculty Appointments & Reappointments:Manage faculty appointments and reappointments within assigned Divisions in the Department of Pediatrics. Manage appointment process from initial offer to the final hire and relocation for successful candidates (multiple ongoing searches at multiple sites of practice). Intensive communication with division management/staff and faculty, including interpreting policies, in order to assure accurate and timely completion of required materials for appointment package; troubleshooting and resolving difficulties that arise in any aspect of the appointment. Review and advise Department staff and faculty on new policies and procedures relating to clinical and affiliate courtesy faculty. Interact directly with the Department Chair on issues related to appointments and re-certifications.Medical Staff & Practice Plan Appointment Coordination:Manage/coordinate medical staff and practice plan appointments to ensure that faculty members appointed within the Department are able to provide clinical services in conjunction with their approved faculty appointment. This position acts as the Department expert and is responsible for the management and oversight of the medical staff appointment/credentialing process for clinical faculty. This area of responsibility requires a high level of knowledge and understanding of the credentialing process to effectively manage and oversee this highly regulated and essential component of faculty appointments. In management of practice plan appointment process this position maintains a high level of knowledge and understanding of both the UW Physicians (UWP) and Children's University Medical Group (CUMG) practice plans.Faculty Review Process:Partner with Department Chair's Office and Division Chiefs and Administrators on Faculty Review processes to ensure compliance with Faculty Code requirements and University deadlines; assist with faculty voting process. Assist divisions in management of clinical peer/teaching evaluation data, update and maintain curriculum vitae and biographical sketches for the faculty to include with review materials. Develop tracking system to ensure annual reviews performed for the faculty each year according to rotating schedules and provide guidance to Division Chiefs, Administrators and support staff in preparing, scheduling and writing up annual reviews. Compose justification letters for Division Head's signature for all personnel actions.Program Management:This position has the authority to respond to inquiries and make decisions based on the knowledge of the Department Chair's expectations and the Department Mission and must use discretion and judgment in determining and prioritizing issues requiring Department Chair's attention or delegation to other faculty or staff. Must build, manage, and enhance complex working relationships with internal and external entities and have strong interpersonal communication skills in order to document policies, provide advice and work with faculty and administrative team members in each setting. Provide direction and recommendations to internal divisions, and external partners at SCH, SCRI, and all clinical practice locations for areas of position responsibility. Act as liaison with delegated authority and independent decision making to prospective candidates in partnership with UW Academic Human Resources (AHR), AAC, UW Office of Medical Staff Appointments (OMSA), CUMG and between faculty, division personnel and Chair 's Office. Delegate and lead the work of staff who provide support to the central administrative team.Process Improvement:This position will constantly evaluate and monitor the needs of the Academic HR program and will initiate/refine new and existing systems as the program evolves. Actively guide process improvement efforts to improve the efficiency and effectiveness of the Department and client Divisions. Participate in process improvement initiatives in the Department, School and UW. The successful candidate must be capable of viewing faculty appointment and human resource issues from a high level with broad understanding to ensure all entities involved in payroll, facilities and administration are properly considered. Candidate must be able to work with high level professionals (faculty) and management levels within the Department's Central Administration team, School of Medicine Dean's office, SCH and within the practice plan (CUMG). This position is responsible for developing and maintaining relationships and a high level of understanding of internal (SoM and UW) and affiliate (SCH/SCRI) infrastructure. The Department needs a sophisticated and experienced individual to work with faculty across the entities involved in their work functions and someone who can coordinate activities and required documentation between UW, CUMG and SC. REQUIREMENTSA bachelor's in Business Administration, Human Resources Management, Health Administration, Public Administration or related field. 3-4 years of HR management or program oversight experience. Proven administrative, organizational, interpersonal, and problem solving skills. Ability to prioritize concurrent projects under pressure of deadlines with consistent accuracy and attention to detail. Excellent written and verbal communication skills, ability to multi-task and exercise high degree of judgment in handling sensitive and confidential information. Demonstrated commitment to customer service. Ability to handle confidential information responsibly.PREFERREDPrior experience working in academic medicine or higher education.CONDITIONS OF EMPLOYMENTThe application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.