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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 Laboratory Medicine and Pathology has an outstanding opportunity for a Academic Human Resources Specialist (Program Operations Specialist).

The Academic Human Resources (AHR) Specialist will provide professional level academic human resources support for the Department of Laboratory Medicine and Pathology. This position will report primarily to the AHR Manager; secondary to the Associate Director of AHR.  This position fulfills a critical role in central administration of the Department of Laboratory Medicine and Pathology in Faculty Affairs. The AHR Specialist works in a highly complex position which crosses the clinical, research, and education missions of the department. The position must have professional agility to shift priorities very quickly while maintaining accuracy and integrity of the position. The AHR Specialist must provide the highest level of confidentiality, professionalism, and independent discretion in the functions of this position with delegated authority from the AHR Manager.

DUTIES & RESPONSIBILITIES

Faculty Academic Affairs and Visas:

Visas
• Serve as the primary Visa Specialist for AHR and manage all visa-related appointments and processes in the Department. Responsible for managing visa application and renewal processes; partner with SOM Administration Business Center (ABC) to ensure all required documentation is acquired and submitted in a timely manner.
• Review and advise department faculty and staff on new policies and procedures relating to Academic Human Resources and visas.
• Ensure employees have appropriate work authorization through OPT, Visa, or EAD.
• Continuously look for ways to improve systems that transfer and track visa-related information.
• Run Workday reports to ensure all reappointments and visa deadlines are processed and communicated; ensure all appointments are extended as needed and in a timely manner.

Faculty Affairs
• Manage all aspects of the recruitment, appointment, reappointment, and separation of academic positions including but not limited to postdoctoral scholars and fellows, visiting faculty (scientists and scholars). Responsible for full implementation of processes, from development of job descriptions and packets to final hire and onboarding to separations in accordance with the University and School of Medicine requirement and VISA requirements, with delegated authority from the AHR Manager.
• Continuously look for ways to improve systems that transfer and track recruitment, appointment, reappointment, separation, and visa-related information.
• Run Workday reports to ensure all reappointments and visa extensions are processed timely.
• Assist with faculty affairs as assigned by AHR Manager. Activities may include regular and research mandatory and non-mandatory promotion processes acting and  assist with all other regular, research, annual, term, salaried, and non-salaried faculty appointments including new appointments, reappointments.
• Manage all aspects of annual and term appointments (acting/clinical salaried).
• With the direction from the AHR Manager and Executive Assistant to the Chair, assist with annual/biennial/triennial faculty reviews, peer clinical/peer teaching evaluations and other evaluations, and CVs solicitations; improve or develop processes and tracking systems as needed.
• Understand organizational complexities, jobs, reporting relationships, and specific roles and responsibilities across DLMP and within the broader context of the School of Medicine and UW’s administration of policies and procedures.
• Apply knowledge of policies to analyze and recommend options to hiring managers. Work closely with hiring managers on all aspects to ensure they are appropriately engaged and understand the full process, so that jointly we achieve the best possible hires for different positions.
• Ensure all human resource programs and policies are compliant with appropriate UW, federal, state, and local regulations.
• Responsible for situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers as needed.
• Maintain confidential personnel records.
• Other faculty affairs tasks as assigned.

AHR Recruitment/Separations:
• Ensure faculty recruitments comply with University, State, and Federal hiring practices.
• Advise and guide search committees and administrative staff of the full recruitment process and requirements for successful searches.
• Oversee faculty searches/recruitments and faculty appointment processes, from initial search to final hire, and relocation for successful candidates as the secondary administrator, working with the Executive Assistant to the Chair.
• Manage all aspects of recruitment including scheduling interviews, posting ads, scheduling seminars, coordinating faculty interviews, candidates travel plans and processing of reimbursements.
• Assist with new faculty’s first day of onboarding on-site at UW Medical Center (Montlake or Northwest), Harborview Medical Center, or other UW campus locations.
• Manage and process offboarding; assist in last day of offboarding on-site as needed.
• Ensure all UW Property, badges and keys have been returned to the proper divisions.

Data Maintenance:
• Manage and assist in the development of new and implementation of a centralized AHR database (resource tool). Spearhead Interfolio F180 project, including, but not limited to, writing processes and procedures, and updating and inputting data into the system. Develop training materials for staff and faculty and set up training sessions on how to use system.
• Coordinate an annual process to update faculty data which includes sending communication and their profiles for updates and collecting CVs, evaluations, and other materials.
• Maintain all faculty contact lists, voting lists, mailman lists, and public website profiles as needed.
• Manage electronic filing system, converting staff and faculty paper personnel files to electronic. Ensure personnel files are kept in a consistent manner.
• Perform regular audits of shared drive to maintain consistent, accurate, and organized records.

Other AHR Activities:
• Participate and assist in AHR team projects/activities.
• Attend departmental activities and meetings.
• Other activities as needed.

MINIMUM REQUIREMENTS
Bachelor’s Degree in Human Resource, Business, or other related fields. (Experience may substitute for education.)

Two years of related experience including at least six months of experience in a human resources or related setting OR equivalent education/experience.

Additional requirements:
• Position requires ability to maintain confidentiality of sensitive issues and adhere to regulations concerning maintenance of confidential materials.
• Ability to work independently and as part of a team.
• Manage priorities and make independent decisions.
• Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.
• Experience in running online meetings via Zoom.
• Must be proficient using Microsoft suite of products including Excel, Word, email, etc.
• Outstanding organizational skills and strong initiative and follow-through.
• Excellent problem solving, detail orientation and ability to adeptly manage multiple priorities. Strong data entry skills and ability to use database tools.
• Excellent interpersonal and communication skills (written and oral) effectively at all levels within an organization.
• Ability to maintain positive work atmosphere and handle confidential or sensitive information.

Equivalent education and/or experience may substitute for minimum requirements.

DESIRED REQUIREMENTS
• Knowledge of University of Washington academic human resources, SOM policies and procedures, and UW administrative systems including Workday and SOM systems and Interfolio.
• Experience in Academic HR at a large University Setting.

CONDITIONS OF EMPLOYMENT
The application process for UW positions 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.