Float Ahr/Hr Administrator

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 Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $520M consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center-Montlake (UWMC), Harborview Medical Center (HMC), University of Washington- NW Campus, Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area. UW Medicine is a very complex organization to work within and this position will help support the multiple competing missions.
POSITION PURPOSE
The Float HR/AHR Administrator will cover the responsibilities of vacant key administrative positions in the Department of Medicine, while demonstrating complete knowledge of standard divisional and departmental human resources and academic human resources operations and responsibilities. This position will utilize the advantages of a key position vacancy, within certain constraints, to review HR and AHR processes, while carrying out day-to-day tasks associated with the vacant HR Manager and/or AHR Manager position and will contribute toward special projects for the Academic HR and HR central teams. The Float HR/AHR Administrator will dually report to Director of Academic HR and the Director of Staff HR.
In addition to an understanding of AHR and HR functions and operations, the Float administrator position requires a very broad scope of knowledge in HR/AHR in an academic medicine setting.
DUTIES & RESPONSIBILITIES
The Float AHR/HR Administrator will cover the responsibilities of vacant key human resources positions, while demonstrating extensive knowledge of standard divisional and departmental operations and responsibilities. This position will utilize the advantages of a key position vacancy, within certain constraints, to review divisional/departmental AHR and HR functions and operations. This position will be responsible for identifying and implementing changes in operations, while filling the vacant role, and will be responsible for training the new hire. Specifically, the Float Administrator will concentrate on the following key areas:
Combined High Overview Staff/AHR Duties
Stepping into the Divisions as the Float Staff and/or Academic HR Administrator, this position will be responsible for many different areas of human resources. The Float HR/AHR Administrator will serve as Division subject matter expert on Staff and Academic human resource policies and processes. The Float will be expected to work closely with the UW HR employment team, Compensation, ISC Partners, SOM, DOM HR Team, DOM AHR Team on a full spectrum HR issues. Duties include but are not limited to:
Recruitment

Oversee, provide guidance and process the recruitments/hiring of all professional staff, classified staff, and student assistants in the Division.

Partner with hiring managers to understand objectives, assess hiring needs, create recruitment strategies, and manage searches through the recruitment life cycle.

Guide hiring managers to develop, modify and finalize job descriptions, initiate recruitment requests, and associated processes.

Manage all faculty recruitments (multiple ongoing searches at multiple sites of practice), current faculty appointments and reappointments, promotions, and merit review processes.

Ensure that faculty recruitments comply with State and Federal hiring practices (advise and guide search committees and administrative staff), faculty code, and academic HR policies and procedures governing the University and Department of Medicine procedures.
Onboarding/Offboarding

Oversee new employee orientation and employee separation processing for Division, approve onboarding and off boarding processes and policies.

Provide guidance on appropriate access/entry into UW data systems, e.g. payroll, benefits, IT Security, compliance.

Educate managers on current policy and practice information for onboarding, orientation and off boarding.

Orient new faculty recruits regarding terms of employment outlined in initial hiring letters.

Oversee medical credentialing process, regular reporting and compliance requirements.

Ensure all credentialing entities are notified with any changes in status.

Manage medical staff appointments and reappointment processes for all clinically active faculty and staff requiring hospital privileges at UWMC Montlake & Northwest, SCCA, and HMC.

Monitor and identify potential delays in institutional approval process and address as needed to avoid suspension of clinical practice privileges for medical staff.

Direct faculty on establishing and updating teaching portfolios.

Educate established faculty regarding UW policies and criteria for use in the conduct of faculty votes or other reviews.

Ensure votes and reviews are conducted according to the UW Policy Directory.
Compensation

In partnership with Administrator, review and recommend compensation setting for new hires and compensation change requests.

Analyze, review and advise managers and staff on revision of job descriptions to reflect current work, and oversee and track requests for position review.

Research salary levels and compare for equity within the Division, Department, School of Medicine and University overall.
Employee Relations

Function as the Division's point-of-contact and liaison for staff HR grievances, investigation, fact-findings and employee conflicts.

Meet with managers and employees regarding highly charged situations, and guide them through the resolution processes.

Act as mediator in employee disputes that do not require escalation, and judge whether any given situation does require escalation.

Coach and guide managers, supervisors on organizational matters, performance and corrective issues, and equitable practices.

Provide guidance on multiple fronts about how best to present difficult information to employees.

Provide situation assessments, policy interpretations and recommendations to management for complaint or conflict resolution and corrective actions.

Counsel managers on employee relations matters, and compliance with the university's guidelines.

In partnership with Division Leadership, advise the existing faculty on their progress towards promotion and career advancement.

Partner with DOM AHR on faculty affairs matters, as appropriate.
Compliance

Ensure the Division’s personnel employment activities and practices are in compliance with Department, School and University personnel policies and procedures, and state and federal laws.

Ensure compliance with institutional policy, with the Americans with Disabilities Act (ADA) and Washington State Law and respond to requests for reasonable accommodation including the coordination of accommodation requests.

Advise employees and supervisors regarding institutional procedures.
Process Improvement & Special Projects
The Float HR/AHR Administrator will evaluate processes across the central department and divisions for efficiencies and lead workgroups on several topics, including, but not limited to; grants management, clinical trials, records management and possible shared service models. This role will accomplish the following:

Coordinating with AHR Team and HR Team, engage in targeted coaching with existing HR managers and AHR managers to build skill and capacity, create opportunity for professional development and fulfillment, and to aid retention.

Facilitate efficient management of AHR and HR functions within divisions, introducing best practices and guiding each unit, with its unique focus, to achieve goals, outcomes, and targets.

Proactively identify high-level barriers to success and propose innovative solutions.

Create processes to implement solutions, identify and engage the appropriate stakeholders

Provide analysis and recommendations regarding streamlining services and improving value and standardization.

Develop benchmarks for administrative unit productivity and implement data-gathering activities in close collaboration with AHR and HR leadership.

Represent HR Director and AHR Director at various meetings and on committees as requested or assigned.

Provide expertise, consultation, and work product as requested with special projects and other duties as needed.
MINIMUM REQUIREMENTS
Bachelor’s Degree in Business Administration, Health Care Administration or related field and 4 years of progressively increasing responsible positions within a healthcare, higher education, non-profit or business setting.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Ability to meet deadlines and work independently while operating as a part of a complex and matrixed team.

Comfort working in ambiguous environments and consulting with appropriate leadership contacts when processes are not clearly defined.

Ability to quickly build trust and relationships with a variety of stakeholders.

Strong judgement skills and ability to maintain confidentiality

Leadership, management, collaboration, organization assessment

Demonstrated dedication to equity, diversity and inclusion

Strong oral/written communication

Team building

Systems expertise

This position requires an individual who is organized; works well under stress, and can juggle competing priorities.

The position demands a flexible schedule and the ability to work long hours due to workload and deadlines.

External deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University.

Regularly required to attend meetings and respond to questions outside regular workdays and hours, including weekends.

Meetings occur at multiple locations on and off campus and with external stakeholders.

This position requires excellent communication skills and awareness of ethical and political ramifications of decisions.

A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential.

The individual must be self-motivated, and able to work collaboratively as well as independently at both the macro and micro level.

This position requires an individual who is available to work a hybrid schedule.

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 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.