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The Division of General Internal Medicine and the Division of Cardiology in the Department of Medicine have an opportunity for a full-time Human Resources Manager. This position will provide HR manager functions for two large, complex divisions within the University of Washington’s Department of Medicine. This role is responsible for acting as a liaison with the Department of Medicine as it relates to staffing and payroll management.
The HR Manager for the Division of General Internal Medicine (GIM) and Division of Cardiology is responsible for managing human resources processes for Division staff, fellows, and students. This position will provide leadership and proactive just-in-time guidance and advice for a broad range of HR functions including position development. recruitment, performance management, employment law, onboarding and exiting employees. This position will liaison with the Department of Medicine and collaborate with the department regarding University, School and Department policies and procedures.
The Division of General Internal Medicine (GIM) is considered to be among the top five Divisions of General Internal Medicine in the nation. The Division has a workforce of over 450, with 350+ faculty members who are known for their outstanding research, teaching and patient care. GIM is the largest division in the Department of Medicine and includes both clinical and research functions and operates on a total annual budget of over $80m. Over 40 faculty conduct research with 85 staff supporting research programs.
The Division of Cardiology is the 4th largest division in the Department of Medicine. The division is comprised of over 250 individuals including over 150 paid faculty, 68 staff, 35 trainees. Of the 68 staff in the division, over 40 are involved in research, including clinical trials. The division’s annual budget is over $50m.
GIM and Cardiology conduct activities at the UW Medical Center (Montlake and Northwest Hospital), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS), with research sites located at multiple locations across Seattle. GIM also conducts activities at the VA Boise. Faculty and staff are spread over ten plus sites.
This position serves as the expert for staff human resources. The HR Manager is responsible for providing confidential, professional, and executive administrative support to the GIM and Cardiology Administrators and Division Heads. This position requires discretion, exercising independent judgement, and decision-making authority in handling confidential administrative, personnel, and other issues related to the Divisions.
The Division of GIM currently has 85 staff; Cardiology currently has 68 staff. Staff recruitments occur throughout the year to fill staff positions at multiple sites, including UWMC, HMC, and other locations throughout Seattle. The HR Manager position must have up-to-date knowledge of policies and procedures regarding staff employment and compliance. This position processes ~50 staff requisitions (including hourly/temporary and student appointments) and ~10 staff reclassifications or promotions every year. This position is crucial for the success of the faculty and staff in keeping operations and research running smoothly.
The HR Manager interacts with all levels of University of Washington employees to ensure the essential functions of the Divisions 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 GIM and Cardiology Principle Investigators and Supervisors on recruitment requirements. A delay in any of these processes ultimately impacts the productivity of staff and faculty in the Divisions and could jeopardize research programs ability to meet project goals.
Duties & Responsibilities
The HR Manager will assess, prioritize, and triage various projects and issues. The HR Manager will independently establish protocols for moving projects forward, communicating and initiating involvement of the appropriate individuals, developing timelines, schedules and agendas, preparing communication and sensitive materials, and keeping the Administrators and Division Heads informed of progress on current projects, initiatives, and issues needing immediate attention. The HR Manager works directly with the Administrators to ensure policy compliance in a variety of areas.
Works closely with the Division Administrators to create and manage a robust staffing model for the administrative teams, the various research units and the Divisions as a whole. Serves as the Divisions expert subject matter on Workday and overall human resources processes including position classification, recruitment, performance management, annual reviews, merit, promotions, onboarding and exiting.
Recruitment: Advise and strategize with hiring managers regarding staffing options available to fill their need. Manage and provide oversight on numerous staffing recruitments including temporary and regular professional, classified and student appointments (graduate and undergraduate hires). Guide hiring managers to develop, modify and finalize job descriptions, initiate position requests, oversee recruitment processes and finalize hires. Recommend and implement diversity, equity and inclusion (DEI) strategies in divisional staff recruitment. Provide just-in-time advice on standard hiring and interview process, initiate candidate reviews and reference checks to ensure fairness and compliance with UW Human Resources practices. Facilitate new hire onboarding and related processes. Actively participate in Divisions and Departmental process improvement efforts and serve as an expert on HR processes, providing shared services to the Department of Medicine.
Compensation & Position Review Process: Advise supervisors on setting compensation for new hires and compensation requests, review salary comparisons ensuring internal equity within the division. Manage staff reclassification processes; review and advise supervisors and staff on the revision of position descriptions to reflect current work, track position review requests and communicate with Department of Medicine HR and UW Compensation office regarding specific inquiries.
Leave Management: Oversee leave management within each Division with respect to UW leave policies and Workday payroll system. Advise supervisors and staff on leave use policies and parameters ensuring compliance and consistency of leave interpretation and application within the Division. Coordinate with Central HR leave specialists and the Department of Medicine.
Performance Management and Review: Direct and manage staff performance evaluation process. Receive and review staff performance evaluations ensuring compliance with UW HR and Departmental processes and oversee appropriate distribution to supervisors within each Division. Guide managers on best practices in conducting performance evaluations, review compliance issues regarding employee relations and labor laws and creating corrective action plans. Counsel supervisors and staff on resolving employee relations issues; creating corrective action plans and progressive disciplinary actions when appropriate.
Policies and Procedures: Work closely with the Division Administrators and Department HR to ensure Division policies and procedures align with University standards and state and federal laws related to human resources. Develop, implement and maintain division policies and procedures in relation to recruitment, position reviews, onboarding, staff orientation and off-boarding.
Staff development and connection: Devise and implement initiatives to help foster a sense of community and connection with divisional staff. Evaluate and implement low-cost staff development strategies to enhance staff satisfaction and drive staff growth and retention.
Residents, Fellows and Postdoctoral Scholars
Division of Cardiology: Compose offer letters, appointment and visa management for approximately 3-5 postdoctoral scholars.
Division of GIM: Coordinate with Fellowship administrators to ensure offer letters, appointments, visas, and all Workday processes are complete for approximately 12-15 residents/fellows and postdoctoral scholars each year.
Division of GIM: Supervision of Budget/Fiscal Analyst managing Division payroll (staff payroll and leave management in Workday) and travel reimbursements) .
Oversee and manage a well-organized records management system, keeping current on compliance with the University policies. Coordinate with research groups to ensure retention period of research files are compliant with granting agency (Federal, State, Foundation) and University policies.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor's Degree in Business Administration, Human Resources, Public Administration, Healthcare Administration or related field and at least 3-4 years prior administrative experience in an academic, healthcare and/or administrative environment.
Prior experience with staff HR: recruitment, performance management, disciplinary processes, and/or responsibilities as hiring manager. Requires diplomacy skills and ability to manage confidential information in a professional manner.
Experience working within higher education and/or healthcare environment.
Excellent oral and written communication skills.
Proficient in MS suite of software including Word, Excel, Outlook email, etc.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Demonstrated ability in working with University of Washington policies, procedures and administrative databases such as Workday.
Knowledge of UW employment types and associated HR activity for life cycle and recruitment management.
Experience working within both union and non-union environments.
CONDITIONS OF EMPLOYMENT
Application Process: 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 Workforce 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.
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