Req #: 234316

Department: DEPARTMENT OF EMERGENCY MEDICINE

Posting Date: 05/20/2024

Closing Info: Open Until Filled

Salary: $4,517 - $6,776 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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 University of Washington’s Department of Emergency Medicine within the School of Medicine has a workforce of over 170, with 80+ faculty members who are known for their outstanding research, teaching, and patient care. The Department conducts its activities at the Harborview Medical Center (HMC), UW Medical Center-Montlake, UW Medical Center-Northwest, with research sites located at multiple sites across Seattle.

The Department of Emergency Medicine has an outstanding opportunity for a full-time Program Operations Specialist (E S 6) to work with the Staff Human Resources (HR) and Academic Human Resources (AHR) units within the department. The Program Operations Specialist will be responsible for managing activities surrounding HR and AHR. This position will have delegated authority to manage a wide range of highly confidential and complex academic and staff human resource activities; represents the Department Chair and HR/AHR Managers to internal and external clients and will serve as a communicating liaison representing the interests of the Department of Emergency Medicine.

DUTIES AND RESPONSIBILITIES Academic Human Resources Administration (45%)

• Manage the compilation of new appointment packets; act as the main point of contact for new faculty hires; receive, review and prepare departmental correspondence for new appointment packets; create, disseminate and tally votes; ensure requirements are met and that information is transmitted to the Department’s AHR Manager and to the School of Medicine accurately and in a timely manner.

• Manage and process medical staff credentialing for clinically active faculty; identify potential delays in approval process; ensure department is in compliance with university policies and best practices.

• Draft confidential appointment correspondence and official records on behalf of the AHR Manager, Vice Chair and Chair ensuring that faculty code and university regulations are met.

• Assist with the departmental faculty recruitment process to include advertisement posting and management, recruitment tracking of incoming applications, generating recruitment reports for department leadership review.

• Receive and review annual reappointment proposals and prepare documentation and correspondence for distribution.

• Manage process for faculty evaluations including Peer Teaching Evaluations and Clinical Peer Evaluations. Disseminate information to faculty.

• Assist in New Faculty Orientation process, including agenda preparation, senior faculty presentation scheduling, gathering and reporting on survey feedback provided. Help ensure a smooth transition for incoming faculty to the department.

• Assist with faculty merit review process to include compiling faculty dashboard data, running reports, compiling department leadership’s binders, overseeing organization and conference review scheduling.

• Using discretion and independent judgement, assess current processes and collaborate with AHR Manager to determine necessary process improvements as circumstances warrant. Assist with developing and implementing process revisions to ensure operational best practices.

• Other duties as assigned.Staff Human Resources Support (45%)

• Manage all relevant Workday processes related to staff hiring ensuring that department adheres to university regulations, policies, and procedures.

• Collaborate with the HR Manager and assist with the development of all position descriptions for new recruitments. Ensure that descriptions align with university guidelines and job scope for each departmental unit.

• Liaise with new recruits, supervisors, department HR and finance units, UW Central HR, and UW ISC regarding a wide range of issues surrounding hire process, compensation questions and onboarding scheduling.

• Manage and oversee hourly and student appointments; develop, coordinate, and deliver departmental onboarding and HR related training for this group of staff. Monitor staff end dates and work with payroll staff to make appropriate appointment changes.

• Gather data related to staff salaries and appointments; prepare and provide reports as requested by the HR Manager or Director for staff merit, staff retention, reclassifications, and recruitment processes.

• Continuously stay up to date on the latest policies and procedures as communicated by the School of Medicine, UW Central HR and UW ISC and ensure departmental compliance.

• Develop and maintain effective tracking procedures for all hourly staff appointments to ensure on-time processing of personnel actions and communication to department payroll.

• Participate in weekly HR meetings with department leadership to review open actions and ongoing projects and challenges.

• Onboard all new staff employees to Emergency Medicine and UW

• Responsible for desk, computer and access set up for new employees

• Serve as the main point of contact for all department hourly staff providing guidance regarding appointments and payroll, as necessary.

• Other duties as assigned.Staff Leave Management (10%)

• In collaboration with the AHR/HR Managers, the Program Operations Specialist will manage faculty and staff leave of absences, specifically FMLA and parental leave.

• Manage and monitor Workday reporting for FMLA tracking, record keeping and required communications for staff taking leave.

• Communicate new leave or changes to leave to the department’s payroll coordinator. MINIMUM REQUIREMENTS

• Bachelor's degree in Human Resources, Business Administration, Social Sciences, Communications, or related field and one to two years of experience in office management, human resources, or academic affairs.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS

• Excellent written and verbal communication skills, organizational skills, and strong attention to detail.

• Demonstrated ability to operate with minimal day-to-day direction.

• Demonstrated ability to multitask, priorities, adapt to change, and work well under deadlines.

• Exhibit strong communication and interpersonal skills, with ability to handle and maintain confidential information.

• Proficiency in MS Office applications: MS Word, Excel, PowerPoint, and Outlook.

• Prior work experience in an academic, healthcare and/or administrative environment.

• Prior experience with faculty appointments and credentialing processes.

• Knowledge of UW HR/Payroll system (Workday) and policies and procedures.

• Experience with HMC, UWMC-Montlake and UWMC-Northwest campus locations and systems. Application Process: The application process 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 access 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.