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 University of Washington’s Department of Emergency Medicine within the School of Medicine has a workforce of over 170, with 80+ faculty members who are known for their outstanding research, teaching and patient care. The Department conducts its activities at the Harborview Medical Center (HMC), UW Medical Center-Montlake, UW Medical Center-Northwest, with research sites located at multiple sites across Seattle.
The Department of Emergency Medicine has an outstanding opportunity for a full-time Program Operations Specialist to work with the HR unit within the department. The Program Operations Specialist will be responsible for managing activities surrounding academic human resources and staff human resources. This position will have delegated authority to manage a wide range of highly confidential and complex academic and staff human resource activities; represents the Department Chair and HR Manager to internal and external clients and will serve as a communicating liaison representing the interests of the Department of Emergency Medicine.
Academic Human Resources Administration
Manage the compilation of new appointment packets; act as the main point of contact for new faculty hires; receive, review and prepare departmental correspondence for new appointment packets; create, disseminate and tally votes; ensure requirements are met and that information is transmitted to the Department’s HR Manager and to the School of Medicine accurately and in a timely manner.
Manage and process medical staff credentialing for clinically active faculty; identify potential delays in approval process; ensure department is in compliance with university policies and best practices.
Draft confidential appointment correspondence and official records on behalf of the HR Manager, Director and Chair ensuring that faculty code and university regulations are met.
Collaborate with the AHR Manager to prepare and arrange reappointment packets; provide guidance to faculty regarding requirements and ensure requirements are met per faculty code. Receive and review annual reappointment proposals and prepare documentation and correspondence for distribution.
Manage and implement process for faculty evaluations including Peer Teaching Evaluations and Clinical Peer Evaluations. Disseminate information to faculty, monitor faculty progress and provide guidance on annual requirements as needed. Develop an online tracking mechanism for evaluations; prepare evaluation reports for review.
Using discretion and independent judgement assess current processes and collaborate with HR Manager to determine necessary process improvements as circumstances warrant. Assist with developing and implementing process revisions to ensure operational best practices.
Staff Human Resources Support
Manage all relevant Workday processes related to staff hiring ensuring that department adheres to university regulations, policies and procedures.
Collaborate with the HR Manager and assist with the development of all position descriptions for new recruitments. Ensure that descriptions align with university guidelines and job scope for each departmental unit.
Liaise with new recruits, supervisors, department HR and finance units, UW Central HR and UW ISC regarding a wide range of issues surrounding hire process, compensation questions and onboarding scheduling.
Manage and oversee hourly and student appointments; develop, coordinate and deliver departmental onboarding and HR related training for this group of staff. Monitor staff end dates and work with payroll staff to make appropriate appointment changes.
Gather data related to staff salaries and appointments; prepare and provide reports as requested by the HR Manager or Director for staff merit, staff retention, reclassifications and recruitment processes.
Continuously stay up to date on the latest policies and procedures as communicated by the School of Medicine, UW Central HR and UW ISC and ensure departmental compliance.
Develop and maintain effective tracking procedures for all hourly staff appointments to ensure on-time processing of personnel actions and communication to department payroll.
Participate in weekly HR meetings with department leadership to review open actions and ongoing projects and challenges.
Serve as the main point of contact for all department hourly staff providing guidance regarding appointments and payroll as necessary.
Other duties as assigned.
Staff Leave Management
In collaboration with the HR Manager, the Program Operations Specialist will manage staff leave of absences, specifically FMLA and parental leave.
Manage and monitor Workday reporting for FMLA tracking, record keeping and required communications for staff taking leave.
Communicate new leave or changes to leave to the department’s payroll coordinator.
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.
Bachelor's Degree in Human Resources, Business Administration, Social Sciences and/or Communication and one year of experience in office management OR human resources.
Excellent written and verbal communication skills, organizational skills and strong attention to detail.
Demonstrate ability to operate with minimal day-to-day direction.
Ability to multitask, priorities, adapt to change, and work well under pressure.
Exhibit strong communication and interpersonal skills, with ability to handle and maintain confidential information.
Proficiency in MS Office applications: MS Word, Excel, PowerPoint, and Outlook.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Prior work experience in an academic, healthcare and/or administrative environment.
Prior experience with faculty appointments and credentialing processes.
Knowledge of UW HR/Payroll system (Workday) and policies and procedures.
Experience with HMC, UWMC-Montlake and UWMC-Northwest campus locations and systems.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.