Academic HR Manager Academic Appointments and Compensation

Job Description

UW Medicines Dean of Medicine Office of Academic Appointments and Compensation (AAC) is the central expert-driven academic HR resource serving 31 School of Medicine (SoM) departments and multiple affiliated institutions including UW Physicians Childrens University Medical Group Seattle Childrens Hospital Fred Hutchinson Cancer Center and the VA. AAC navigates and applies intricate multi-layered policies drawn from federal and state laws University and School rules and partner institution regulations.

The AAC Office serves as the primary academic human resources facility for SoM department chairs departmental administrators SoM executive staff and other staff members including those at UWP/CUMG and closely affiliated institutions. Decisions related to faculty are influenced on a daily basis through independent judgment analysis review and decision-making related to the interpretation and application of complex multiple source policies and procedures. SoM departments rely on AAC for the navigation of specialized knowledge in the full lifecycle of faculty affairs. If specialized knowledge of policies and procedures of the University School UWP/CUMG and closely affiliated institutions is not provided including recruitment appointment promotion salary issues and compliance regulations there could be significant negative impacts on the School University UWP/CUMG affiliated institutions and the clinical services provided at UW Medicine and other approved sites of practice.

AAC has an outstanding opportunity for an Academic HR Manager (AHR Manager) reporting to the AHR Partner. The AHR Manager will be primarily responsible for supporting the Academic Appointments and Compensation Integrated Resource team on all faculty lifecycle events. This role will provide department level academic HR support as well as deans office review for academic HR life cycle processes for departments utilizing the SoM AHR Integrated Resources. This role ensures the delivery of high-quality compliant Academic HR services builds consistent processes across departments and partners with leadership to advance the Integrated Resource model.

The AHR Manager is a key individual in the School of Medicines Academic HR Integrated Resource team providing Academic Human Resources (AHR) guidance and support to multiple SoM departments. This position ensures consistency compliance and efficiency in academic personnel practices serving as a trusted partner to the SoM AHR Integrated Resource team and institutional offices.

This position requires knowledge of academic HR policies and compensation structures in an academic healthcare setting. The AHR Manager is frequently required to interpret complex rules provide recommendations and resolve sensitive matters involving faculty academic personnel and institutional partners.

This position impacts the University of Washingtons standing as an academic center of excellence. Decisions made in this role have broad impact on compliance faculty experience and departmental operations across the School of Medicine. The position requires discretion diplomacy and independent judgment to balance institutional requirements with faculty needs. This position requires accuracy efficiency flexibility and a desire to serve multiple key personnel while working within UW regulations. The AHR Manager must manage sensitive and confidential information with discretion and have excellent communication problem-solving project management and relationship management skills.

DUTIES AND RESPONSIBILITIES

Academic Affairs & Compensation (70%)

Faculty Lifecycle Management

• Oversee all faculty lifecycle processesfrom recruitment through separationensuring every action is executed accurately efficiently and in alignment with School of Medicine standards institutional policies and academic mission.
• Transact on academic personnel HR actions (hires appointment changes etc.) in Workday (the UW HR/P system) following the timelines and expectations of payroll central campus and the SoM and the School of Medicine Change Transaction Memorandum (CTM) following the timelines and expectations of payroll central campus School of Medicine and practice plans.
• Coordinate prepare and review all materials related to faculty appointments reappointments promotions annual reviews and academic track changes ensuring consistency integrity and timely follow through of academic personnel actions.
• Conduct comprehensive quality reviews of appointment packets promotion files and other faculty documentation to ensure completeness accuracy and adherence to institutional and regulatory requirements.
• Manage end-to-end onboarding for new faculty overseeing Workday transactions credentialing workflows compliance tracking and clear communication of institutional expectations.
• Support offboarding activities including separations retirements emeritus requests and final transaction processing.
• Maintain thorough understanding of Workday transactions and functionality including initiation approvals process-flows downstream impacts and business consequences.
• Work independently and collaboratively to develop solutions that demonstrate sound professional judgment.
• Provide independent judgment analysis review and decision-making related to the interpretation and application of complex multiple source policies and procedures. Interpreting analyzing and disseminating rules policies and procedures is critical.
• Provide guidance on university and school policies and procedures related to appointments compensation practice plan actions and other personnel actions.
• This position entails frequent and substantive interactions and involves sensitive and confidential matters; good judgment tact and discretion are a necessity.

Compensation

• Process faculty compensation actions including merit increases salary changes supplemental pay retention packages administrative stipends X/Y shifts unit adjustments TPS NTE TPS ADS MAC and SAAC. Ensure policy compliance and coordinating accurate implementation across payroll systems.
• Prepare and process compensation adjustments in Workday and UWP/CUMG payroll systems maintaining confidentiality and precise recordkeeping. Monitor workflows troubleshooting issues coordinating with Integrated Resource teams and ensuring timely resolution to prevent payroll errors.
• Serve as a liaison with UWP CUMG and institutional partners resolve discrepancies and maintain strong working relationships.
• Process the annual merit increase cycle coordinating timelines verifying eligibility preparing documentation ensuring accuracy of proposed increases and maintaining transparent tracking for leadership review.
• Prepare and review required compensation documentation such as CTMs offer letters compensation requests and annual notification letters ensuring completeness and alignment with School of Medicine and University policies.
• Oversee costing allocations for faculty and academic personnel ensuring correct and compliant salary distributions across grants departmental budgets clinical funds and other sources; monitor end dates and coordinate timely updates.
• Collaborate or address overpayments or underpayments.

Academic Affairs

• Collaborate with team members and institutional partners on academic affairs including policy implementation process development trainings and operational improvements.
• Maintain up-to-date knowledge of policy changes procedural updates and compliance requirements providing clear accurate guidance on interpretation processes and best practices.
• Apply School of Medicine policies and regulations related to faculty titles compensation compliance licensing and academic reviews with discretion and adaptability in a dynamic environment.
• Ensure data integrity confidentiality and compliance with institutional legal and regulatory standards.
• Oversee costing allocations for faculty and academic staff ensuring accuracy of payroll distributions across grants departmental budgets and clinical funding sources.
• Monitor costing end dates and proactively coordinate updates with finance and Integrated Resource partners to prevent payroll errors and funding lapses.
• Coordinate and manage annual academic and HR processes ensuring timely completion documentation accuracy and alignment with School of Medicine deadlines and requirements

Collaboration with Integrated Resources & Institutional Partners

• Coordinate closely with Integrated Resource partners to ensure the accuracy and timeliness of transaction processing troubleshoot errors and escalate issues when needed.
• Provide process guidance and timelines to Integrated Resource team members to align expectations with workflows.
• Participate in School of Medicine working groups or committees related to academic affairs compensation systems updates or process improvements.
• Provide feedback to improve centralized processes and contribute to system and workflow enhancements across the School of Medicine.
• Collaborate with central offices and affiliate partners (e.g. Office of Academic Personnel Campus HR UWP Seattle Childrens VA Fred Hutch) to ensure alignment of policies procedures and best practices.

Process Management & Continuous Improvement (20%)

• Develop and refine workflows that support efficient and consistent execution of academic lifecycle processes.
• Create and maintain process documentationincluding SOPs process flows checklists trackers and resource materialsto ensure clarity standardization and operational alignment across the Shared Environment.
• Identify process inefficiencies recommend improvements and partner with Integrated Resource team to implement effective solutions.

Other Related Duties (10%)

• Perform other duties or projects as required or assigned.
• Provide high-level administrative support across a range of initiatives special projects and day-to-day operations. Proactively assess faculty and organizational needs to deliver timely effective solutions.
• Draft review and edit communications and documents with a high degree of clarity accuracy and professionalism. Demonstrate exceptional verbal and written communication skills across all levels of the organization.
• Maintain a professional and customer-focused demeanor in all interactions. Foster strong working relationships with faculty staff senior administrators and external key leaders exercising diplomacy discretion and cultural sensitivity.
• Manage confidential and sensitive information with integrity and confidentiality. Exercise sound judgment in independent decision-making to enhance organizational efficiency and effectiveness.
• Demonstrate strong organizational skills with the ability to plan prioritize and manage a high volume of tasks under tight deadlines and changing priorities. Adapt quickly to shifting responsibilities while maintaining attention to detail and accuracy.
• Utilize and maintain proficiency in a range of software platforms including Microsoft Outlook Word Excel PowerPoint Interfolio Workday and Asana. Communicate and collaborate effectively using Microsoft Teams Outlook Zoom and other tools.
• This position operates in a collaborative academic healthcare setting and requires adaptability initiative and a commitment to service excellence.

MINIMUM REQUIREMENTS:

Bachelors Degree in Business Administration Human Resources Communications and/or related field and at least three years of experience that shows increasing responsibility in administrative roles and experience or experience working in a University or academic healthcare organization or medical administrative setting that shows increasing responsibility in administrative roles and experience.

Equivalent education and/or experience will substitute for minimum requirements and qualifications

DESIRED QUALIFICATIONS:

• Ability to interpret and apply complex state or public agency policies and procedures.
• Possesses a fluent understanding of and commitment to fostering an inclusive respectful and welcoming community for all.
• Project-management experience.
• Working knowledge of Academic healthcare institutions School of Medicine departments and UW specific systems.
• Knowledge of School of Medicine University of Washington academic human resource and compensation rules regulations policies and procedures along with UW administrative systems.
• Ability to work as part of a team as demonstrated by prior work experience.
• Experience working with issues of a confidential nature using discretion and tact.
• Proven ability to negotiate highly sensitive political situations for positive outcomes and favorable results.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.