Req #: 239531Department: OPHTHALMOLOGYPosting Date: 09/30/2024Closing Info: Open Until FilledSalary: $8,250 - $10,083 per monthShift: First ShiftNotes: 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. ( )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.POSITION PURPOSE This position manages the Faculty Affairs and Human Resource activities of the Department of Ophthalmology. This position reports directly to the Vice Chair, Finance and Administration of the Department and under the VCFA’s direction, manages all the activities associated with human resources (Academic and Staff) within the Department. It is expected that this individual is the content expert for these areas and as such assures that all activities in the staff and academic human resources are completed in a timely and accurate manner, including expertise of HR and Payroll systems (such as UW Workday) and AHR systems and processes. This position is expected to understand, interpret and apply appropriate policy, procedure, and required Federal, State, and UW regulations. This is a supervisory position.DUTIES AND RESPONSIBILITIES Faculty Affairs (45%)Process new faculty appointments from A to Z including: University approvals, advertising, recruitment, candidate interviews, hiring and on-boarding.Review Offer Letter final draft to assure details are accurate; monitor process of Offer Letter and Practice Plan Agreement through to signing.On-board all faculty and ensure that their faculty and medical appointment paperwork is complete, accurate and submitted with in the appropriate timeline to begin practicing as a provider.Reappointments: assure all parties have regular updates and reminders regarding their status for faculty and medical appointments and assure that reappointments are managed in a timely manner.Monitor all faculty records to ensure that are complying; liaise with AHR, OMSA, UWP, other hospitals and outside agencies; ensure that licenses and training are completed or renewed on schedule.Reviews: Manage the annual review processes (including the annual merit review process and mandatory reviews by rank level, implementing appropriate tools and protocols) by working with Chair’s assistant.Credentialing:Credential faculty and non-ACME Fellows at all sites of practice, including annual clinical appointments, appointment/status changes, and regularly recurring reappointments.Assure that credentialing tasks are initiated and monitored to assure timely completion; give regular status reports to all parties.Assure that any problems are noted resolved and/or appropriately elevated in order of credentials to assure timely completion.International Visitors:Advise faculty and managers regarding visa rules and regulations.Process faculty appointments for foreign nationals (Visiting Scholars, Scientists, etc.).Assist with visa applications and related visa issues for faculty and visitors working through International Scholars Operations.Process visa applications and appointments for foreign national students participating in the VISER/VISIT programs.Policy and Regulation:Act as the expert in academic HR policies, regulations, and guidelines, ensuring that the Department's faculty affairs practices are in accordance with all School, University, State, and governing body regulations; advise Chair/Vice Chair, Finance and Administration on any appropriate changes affecting the School of Medicine.Scrutinize data, policy, and/or procedural changes from medical centers and SoM via AMSAC, and regularly interacting with colleagues in other departments in the SoM, attend seminars and HR training through POD.Advise and/or interpret relevant policies to Vice Chair, Finance and Administration & Chair or faculty as necessary.Advise on and implement new policies and requirements as appropriate.Compensation:Oversee and manage faculty compensation practices and protocols; coordinate salary and benefits working with UW SoM, UWP, and other parties as necessary (process salaries, relocation expenses/incentives) to ensure that faculty receive accurate and timely pay.Work with the Vice Chair, Finance and Administration to plan and process faculty performance incentives, additional compensation transactions and budgeting issues; prepare and manage compensation change processes (e.g. retention increases).Process faculty professional leaves of absence, medical leave, etc.Other:Oversee and manage: 1-2 FTE Program Coordinator position(s) with faculty affairs, HR and office duties.Facilitate internal A&P Committee annual meetings working with the Chair on faculty track processes and other relevant issues.Develop and/or implement new systems in all areas of responsibility including: recruitment, appointment, employment relations, training, and orientation.Partner with the SoM, investigating and coordinating investigations of workplace complaints or grievances.Lead and provide counsel related to processes, decisions, and outcomes of such matters.Ensure adequate records are developed and maintained to document particular faculty personnel actions and their resolution.Perform local level investigations of faculty or staff complaints and concerns, including those related to allegations of unprofessionalism, discrimination, and workplace threats or violence.Human Resources (40%)Regularly interacts with individuals within the Department as well as Compensation and Central HR staff assigned to the Department. Enters information into UW Workday system as necessary and performs regular audits of information, ensuring accuracy. This position will work closely with the SoM Academic Appointments and Compensation unit, the Integrated Service Center, Total Talent Management, and the University of Washington Compensation Office.Staff Hiring & SeparationsHiring Manager for all positions in the department. Manage the recruitment and search process for classified and professional staff, permanent and temporary/hourly employees.Review requests for new and replacement positions and advise the chair, Vice Chair, Finance and Administration, managers, faculty, and staff on staffing needs, including classified and professional reclassifications, promotions and salary adjustments (using knowledge of FLSA and state regulations).Coordinate all aspects of employee hiring: Write position descriptions for posting on UW Hires, (collaborate with PI's and/or Vice Chair, Finance and Administration as needed). Pre-screen, set up interviews when needed and complete the hiring process (working with Compensation and Employment Specialists).Oversee and manage the Employee orientation activities; on-board all new staff in a timely and efficient manner.Act as HR content expert on hiring, leave and separation employment practices, expertise in UW Workday; assure systems that lead to compliance are in place for the Department's AHR and HR activities.Know, understand, and implement protocols and processes concerning employee exiting; follow Departmental exiting processes (including access).Establish and manage new employee orientation processes and on-boarding activities as well as off-boarding for the department; ensure that staff, (particularly in research) are in compliant regarding required trainings.HR PracticesDevelop departmental HR policies and ensure consistency with on-boarding, training, compliance, performance evaluations, etc.Manage HR issues as they arise (layoff processes, FMLA, etc.); function as the department's liaison to HR for grievances, investigations, employee conflicts, sexual harassment incidents, etc.Provide expertise to the Vice Chair, Finance and Administration on these issues.Review in-grade salary increases and make recommendations to Vice Chair, Finance and Administration; complete associated paperwork on behalf of the Vice Chair, Finance and Administration for review by Compensation.Assist VCFA in job performance remediation, disciplinary actions, and reassignments; draft counseling letters as appropriate, provide counsel and serve as mediator to supervisors, attending meetings to serve as third party, helping employees understand their options as outlined in labor contracts or civil service rules, and working to resolve conflict and bring about resolution.Policies and RegulationsInterpret and apply the Faculty Code, policies and faculty hiring protocol; ensure that the Department's faculty affairs practices are in accordance with all School, University, State, and governing body regulations.Interpret all aspects of personnel policies and procedure s (i.e., Washington Administrative Code, grievances, performance issues, corrective disciplinary action, etc.) for faculty and staff; ensure institutional hiring practices and policies are followed, and keep the administration up-to-date on personnel policies and procedures.Ensure that all staff have an updated job description on record and that they receive an annual performance evaluation.Advise and/or interpret existing HR policy to Vice Chair, Finance and Administration, Chair, or faculty as necessary and implement new policies and requirements as appropriate.Create and maintain human resource departmental policies and procedures. Work with departmental administration to monitor department faculty and staff policies.Process Development and Implementation (15%)Establish Department-specific AHR and HR policies and practices and train Department employees in Department policies and practices.Manage HR functions with independent decision-making authority in alignment with the Chair and Vice Chair, Finance and Administration's goals for the department, focus on the processes and systems related to faculty appointments and HR issues; determine operational impact on faculty appointments and employment processes.Audit payroll and other employee data regularly, using tools and reports available from Workday and other central system software.Develop tools that will be used to measure, monitor, and report faculty and staff appointments and promotions; strategize with the Vice Chair, Finance and Administration and/or chair to develop solutions used to measure and track faculty performance indicators.Implement employee recognition program, assure that it follows best practices with respect to employee motivation and follows all University and state regulations. MINIMUM REQUIREMENTSBachelor’s Degree in Business, Human Resources or related field.Minimum of six (6) years’ experience working in Human Resources, Academic Medicine or related fields.Ability to work with faculty, staff and campus partners effectively.Technically proficient in Microsoft Office products (Word, Excel, Outlook).Experience using Workday.Excellent attention to detail.Ability to interact with faculty appropriately and gain their confidence. DESIRED QUALIFICATIONS HR/Faculty affairs work in Higher Education.HR work supporting clinical department at the University of Washington, or in a School of Medicine.SHRM-CP or SHRM-SCP, PHR, or similar certification. 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.