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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. The Department of Pediatrics is deeply dedicated to its mission of teaching, research, and patient 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 full time Faculty Affairs Coordinator. Primary responsibilities include providing administrative support to the Faculty Affairs team to coordinate faculty appointments, medical staff appointment/credentialing, reappointments, promotions, compliance requirements, annual reviews, onboarding, separation and related activities in the Department of Pediatrics. Excellent customer service skills are essential.
As the second largest Department in the UW School of Medicine, Pediatrics has twenty-one clinical divisions with approximately 1,500 academic appointments, including approximately 520+ paid faculty members, 125 residents, 100 ACGME fellows, 150 staff employees and 620 volunteer/affiliate faculty and continues to grow each year. The Department of Pediatrics is a close affiliate of Seattle Children's Hospital (SCH) and Seattle Children's Research Institute (SCRI). Faculty members appointed in the Department are located at various institutions (including Seattle Children’s, UW Medicine, and FHCRC).
Under general direction, provide specialized administrative support for the Department of Pediatrics Faculty Affairs team. Assignments will vary and there will be times of high volume of work and critical deadlines.
Administrative support: Provide consistent, timely and professional administrative support to the faculty affairs team. The team includes 1 Manager, 4 Faculty Affairs Specialists and a Faculty Recruitment and Compensation Specialist. The administrative assistance function includes, as examples: •Assisting with management of shared e-mail inbox to ensure responses are timely and information is shared, •Scheduling meetings, and reserving conference rooms •Setting up any required computer access and/or AV tools for meetings, •Sending reminders for meetings, meeting “save the date” communications and tracking planned attendance. •Responding to inquiries and directing calls and emails to the appropriate people. •Maintaining various resource lists used across the department including the Master Faculty list, UWM Clinical Directory, Voting Faculty list and contact information. •Assisting with copying, faxing, filing, records management. •Assisting with department wide electronic and print communications. •Participating in Faculty Affairs and Department Central Administration projects, activities, and meetings including ongoing Department Continuous Process Improvement (CPI) efforts. •Providing administrative support to HR, Faculty Affairs, Payroll, committees and project teams. •Performing related duties as assigned.
Faculty Appointments: Work under the direction of and closely with the Faculty Affairs team relating to Faculty Recruitments, Appointments & Reappointments. Coordinate Medical Staff Credentialing and Practice Plan Enrollment to ensure that faculty members are appropriately credentialed and enrolled. Effectively use tracking systems to catalog and ensure accuracy and completeness of documents and records. Assist with voting process.
Faculty Exit Interviews and Offboarding: Work under the direction of and closely with the Vice Chair of Academic Affairs, the Vice Chair of Faculty Development and the Faculty Affairs Manager to schedule and coordinate faculty exit interviews. Support the Faculty Affairs team with faculty offboarding including ending their faculty appointment, medical staff appointment and assisting faculty during their time of transition.
New Faculty Orientation: Work under the direction of and closely with the Vice Chair of Academic Affairs, the Vice Chair of Faculty Development and the Faculty Affairs Manager to schedule and coordinate quarterly New Faculty Orientation Meetings. Duties include managing multiple executive’s schedules, editing and updating presentations, ordering catering, room reservations, invitations, etc.
Intern Retreat: Work under the direction of and closely with the GME office and Faculty Affairs Manager to onboard Courtesy Clinical Faculty to support the annual intern retreat.
Faculty Promotion and 2nd Term Reappointment: Work under the direction of and closely with the Faculty Affairs team to support 2nd term reappointments and mandatory/non-mandatory promotions. Effectively use tracking systems to catalog and ensure accuracy and completeness of documents and records.
Faculty Renewal: As directed, draft/distribute communications and track responses with Division Chiefs and Administrators relating to renewal/non-renewal recommendations for faculty in titles requiring periodic review, manage faculty vote, and assist with drafting and distributing confirmation letters.
Faculty Annual Reviews: As directed, support the faculty affairs team and members of the Chair’s Office, the Chair and Vice Chairs, Division Chiefs and Administrators with organization, communication, scheduling, documentation and record retention for faculty annual reviews.
Faculty Compensation and Payroll Support: Work under the direction of and closely with the Faculty Recruitment and Compensation Specialist and Faculty Affairs Manager to accurately and appropriately manage a number of regular and irregular financial processes including faculty compensation and appointment processes. Duties include but are not limited to: prepare online Change Transaction Memos (CTMs), administrative supplements (ADS), and temporary pay supplements for additional work (TPS). Review compensation requests, source documents, and notification letters for accuracy to assure that faculty receive accurate timely pay and accurate written notification of compensation.
WWAMI/Courtesy Appointments: Work closely with the Graduate Medical Education team to support Faculty Affairs activities for volunteer unpaid faculty in the WWAMI and Puget Sound regions. Volunteer faculty follow the same processes for appointment, renewal promotion, etc. as paid faculty.
MINIMUM REQUIREMENTS High School Graduation or equivalent and three years of office experience including at least six months of experience in a human resources or related setting.
Proficient using e-mail, internet and Microsoft suite of products including Excel, Word, etc. Possess strong interpersonal skills and ability to communicate effectively verbally and in writing at all levels within an organization. Have outstanding time management, multitasking, and organizational skills. Strong demonstrated initiative and follow-through. Ability to maintain positive work atmosphere, handle confidential or sensitive information and manage times of high volume of work and critical deadlines.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
DESIRED REQUIREMENTS Proficiency with Workday, Interfolio and web publishing tools such as Drupal, as well as other UW databases is preferred. Prior experience with faculty and/or medical staff appointments. Familiarity with recruitment of non-US citizens. University of Washington experience is preferred.
CONDITIONS OF EMPLOYMENT Demonstrates knowledge and understanding of, and maintains confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization’s operations or privacy of patients. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.
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.