Req #: 243238 Department: DEPARTMENT OF MEDICINE: CARDIOLOGY Appointing Department Web Address: https://cardiology.uw.edu/ Job Location Detail: Hybrid schedule Posting Date: 02/05/2025 Closing Info: Open Until Filled Salary: $6,250 - $7,917 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 Department of Cardiology has an outstanding opportunity for an Academic Human Resources Manager to join their team.** **POSITION PURPOSE** The Academic Human Resources Manager will lead, manage and organize Academic Human Resources needs and any related administrative initiatives within the Division, and work closely with the leadership of the Division including the Head of the Division of Cardiology and the Division Administrator. Representing the Division to internal and external clients and with delegated authority, serve as a communication liaison representing the goals and interests of the Division. Additionally, this individual will act as a confidential liaison between the Division Head, Division Administrator and many internal and external constituents including high level university and hospital administrative departments. The Academic Human Resources Manager will lead AHR and faculty affairs by assessing, prioritizing and triaging in the areas of hiring and separation, recruitment timelines, reappointment and promotion processes, preparation and submission of all required documentation, addressing follow-up issues and queries, developing methods and strategies to carry out AHR proposals and requirements while managing them to completion on behalf of the Division Head and Administrator. In this position, the individual is expected to routinely exercise independent judgment and decision-making skills, set their own work priorities, develop, interpret and implement divisional policies, and provide direction, expertise, and assistance to Cardiology faculty, fellows and staff located on all the campuses to meet divisional priorities **POSITION COMPLEXITIES** The Academic Human Resources Manager will independently establish protocols for moving processes forward, communicating and initiating involvement of the appropriate individuals, developing timelines, schedules and agendas, preparing communication and sensitive materials, and keeping the Division Leadership appraised of progress on current and planned AHR activities and issues needing immediate attention. **POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY** The Academic HR Manager interacts with all levels of University of Washington employees to ensure the essential functions of the Division are being carried out. The HR Manager communicates between the department, school, medical centers, affiliate groups, central UW administration, faculty, and staff. This position is essential in working with Cardiology faculty, including Principle Investigators and Supervisors on recruitment requirements. A delay in any of these processes ultimately impacts the productivity of faculty in the Division and could jeopardize research programs, patient care, and educational pursuits. **DUTIES AND RESPONSIBILITIES** Academic HR & Faculty Affairs Management (85%) + Manage the faculty recruitment and appointment process from initial search to the final hire and relocation for successful candidates. Ensure that faculty recruitments comply with University, State and Federal hiring practices, as well as adherence to faculty code and academic HR policies and procedures governing the University and Department of Medicine. + Independently advise, providing guidance to search committees and administrative staff regarding procedures and documentation requirements, ensure requirements are met and information transmitted is accurate. + Direct and manage academic faculty onboarding across multiple sites. Schedule required trainings and secure access to multiple systems. Coordinate Form I-9 and other hiring documentation completion. Request hospital ID badges, pager and Husky Card access, as applicable. Act as primary contact for general Divisional and Departmental onboarding process inquiries and University resources (e.g., parking, U-Pass). + Direct and manage the faculty appointment, reappointment and promotion process. Receive and review proposals and prepare them for distribution; ensure compliance with various University deadlines, create confidential faculty voting processes, send and tally, and prepare correspondence in justification of all personnel actions (promotions, appointments/reappointments); ensure information transmitted is accurate and complete. These actions are critical to the career paths of divisional faculty, and could result in loss of a faculty appointment, in the case of mandatory promotions, reappointments and other academic personnel actions, per the Faculty Code. + Initiate and monitor clinical privileging and credentialing process, implementing appropriate contingencies as needed to prevent disruption of clinical care. Follow up with new hires to address needs for special clinical privileges and correlating expanded access to electronic health records. Handle confidential materials pertaining to medical practice histories. Identify potential delays in institutional approval process and address as needed to avoid suspension of clinical practice privileges. + Coordinate quarterly division promotion process review meetings. Manage record of divisional promotion process updates; ensure compliance with departmental criteria; disseminate information to faculty and apply changes, updating timelines and documents as needed, for upcoming promotion discussions. + Direct and manage the faculty review process. Receive and review proposals and prepare them for distribution, plan timelines, conduct surveys and solicit evaluation materials on an ongoing basis. Create and populate faculty portfolios. Ensure the review process meets Faculty Code requirements. + Manage faculty evaluations. Collect peer and trainee evaluations of faculty members’ teaching and clinical performances from a variety of platforms (e.g., MedHub, eValue, MS Forms); create and share QR codes with faculty for inclusion and use in presentations; summarize feedback and retain; ensure evaluations collected are sufficient in both number and variety to meet Departmental and School of Medicine requirements. + Collect updated CVs, Augmented CVs and Individual Development Plans (IDPs) annually and review for accuracy and alignment to the current School of Medicine (SoM) guidelines, providing tailored edits and feedback where necessary. + Act as VISA coordinator for academic hires when required. Determine appropriate academic titles and VISA type eligibility, complete all aspects of data intake and processing, ensure corresponding appointment packages are submitted and act as a resource for visiting scholars. + Work closely with the Associate Administrator to manage academic leaves (e.g., medical, personal, professional), preparing and completing required documentation and updates to leave status. + Document and manage FTE change requests by academic year. + Will be called on to respond to inquiries and make decisions based on knowledge of the respective Division Head's views and Division mission. + Provide guidance regarding conflict of interest and receive, process and track outside work requests. + Using discretion and independent judgment, assesses current processes and independently determines necessary process revisions and improvements as circumstances warrant. Develops and implements process revisions to ensure operational best practices within the work of the unit. + Design or adapt onboarding checklists or electronic tools to streamline onboarding processes. + On behalf of Division Head, coordinate faculty communication and meetings; including independently preparing agendas and material, gathering, synthesizing and disseminating information, attending meetings, drafting and editing comprehensive meeting summaries and managing follow-through on assignments flowing from the meeting. + Manage and complete complex travel arrangements for faculty candidates. Secure and verify reservations, tickets, hotel accommodations, and registration for national and international society meetings and conferences. Prepare travel reimbursements. + As a delegated authority, compose, sign, and release correspondence on behalf of Division leadership team. Prepare confidential correspondence and obtain data needed for reports. Maintain confidential correspondence and files.Executive Suite Management (15%)The Academic HR Manager partners with Division leadership (Division Head and Division Administrator) to represent the Division to internal and external clients and serve as a communication liaison representing the goals and interests of the Division. In this role, the Academic Human Resources Manager will: + Provide administrative oversight of promotion and review committees staffed by division faculty, including development and implementation of policies and procedures. + Serve as liaison between Division Head and other staff members, departments, organizations, patients, vendors, and/or School of Medicine and Department of Medicine executive management. + Assist Division Leadership with managing Division Faculty Meetings and Retreats including coordination, agenda preparation, notes and follow-up reminders. + Plan and complete special projects as assigned, independently or as a member of a team. + Additional duties as assigned. **MINIMUM REQUIREMENTS** + Bachelor’s Degree in Human Resources, Business Administration, Administrative Management or related field and 3 years’ experience with progressive responsibility in an academic, healthcare, administrative and/or related environment at a diverse, complex, multi-faceted organization. **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 handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. + Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times. + Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse population. + Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgment in a dynamic and deadline-driven environment. + Proven accuracy and attention to detail in work products. + Professional level competency with general MS Office applications, e.g, Word, Excel, Power Point, Outlook, and ability to learn new software applications as necessary to do the job. + Highly organized, demonstrated ability to multitask in a consistently fast-paced environment in an organized and efficient manner. Self-motivated, flexible, creative, ability to prioritize and be solutions orientated. **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.\#UWDeptMedicineJobs 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.