Academic HR Specialist 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 a full-time Academic HR Specialist (AHR Specialist). Reporting to the AHR Partner the AHR Specialist will be primarily responsible for faculty lifecycle events in Academic Affairs. This role has delegated authority to interpret complex policy and contractual provisions to provide department level academic HR work for academic HR life cycle processes for departments utilizing the SoM AHR Integrated Resources. The AHR Specialist ensures the delivery of high-quality compliant Academic HR services builds consistent processes across departments and partners with the SoM AHR Integrated Resources team to advance the Integrated Resource model.

The AHR Specialist will work closely with the Academic HR Partner to manage all faculty and academic personnel lifecycle processes for the departments they serve from recruitment to separation. Examples of these responsibilities include preparing materials for departmental meetings with the chair preparing materials for faculty academic appointments and promotions initiating and processing WWAMI faculty appointments and proactively monitoring upcoming HR milestones through Workday reporting. The AHR Specialist will maintain accurate records anticipate needs to avoid delays or compliance issues and ensure the delivery of high-quality compliant academic HR this capacity the AHR Specialist contributes significantly to building consistent processes and procedures across departments collaborates with institutional partners and supports the Integrated Resource model.

The AHR Specialist will support multiple SoM departments to ensure 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 will utilize knowledge of academic HR policies and compensation structures in an academic healthcare setting to provide insightful and thoughtful advice and solutions while also advising on HR policy application. This position will handle sensitive and confidential information with discretion tact and professional judgment in all interactions while ensuring data integrity confidentiality and compliance with institutional legal and regulatory standards.

This position requires knowledge of academic HR policies and compensation structures in an academic healthcare setting. The AHR Specialist 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 role requires accuracy efficiency flexibility and a desire to serve multiple key personnel while working within UW regulations. The AHR Specialist 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 (40%)

• Perform faculty and academic personnel lifecycle processes for assigned departmentsfrom recruitment and appointment through promotion reappointment separation and emeritus status.
• Prepare and assemble materials for appointments promotions annual reviews evaluations ensuring all supporting documentation is accurate complete and compliant with School of Medicine and University policies.
• Process faculty appointments according to established timelines and requirements.
• Perform the WWAMI appointment process from start to finish.
• Provide independent judgment analysis review and decision-making related to the interpretation and application of complex multiple source policies and procedures. This includes interpreting analyzing and disseminating rules policies and procedures.
• Provide guidance to department staff and Integrated Resources team on university and school policies related to faculty and academic personnel appointments compensation promotions practice plan actions and other personnel matters.
• Maintain up-to-date knowledge of policy changes procedural updates and compliance requirements providing clear accurate guidance on interpretation processes and best practices.
• Interpret and 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.
• Conduct reviews of appointment packets promotion files and other faculty documentation to help verify completeness accuracy and adherence to institutional and regulatory standards.
• Proactively monitor upcoming lifecycle milestones (such as appointment end dates) by running Workday reports and coordinate with relevant key partners to ensure timely follow-up and prevent delays.
• Coordinate and manage annual academic and HR processes ensuring timely completion documentation accuracy and alignment with School of Medicine deadlines and requirements.

Compensation (30%)

• Faculty compensation actions including merit increases salary changes supplemental pay retention packages X/Y shifts unit adjustments TPS NTE TPS ADS MAC and SAAC. Work with the Academic HR Partner and Integrated Resource teams to ensure actions comply with applicable policies and are implemented accurately.
• Maintain confidentiality and accurate records for all compensation actions. Help monitor workflows identify potential issues and coordinate with Integrated Resource teams to support timely resolution and prevent payroll errors.
• Provide support for the annual merit process by preparing materials verifying eligibility and accuracy entering data into Workday and helping complete Change Transaction Memoranda (CTMs) as needed.
• Maintain costing allocations for faculty and academic personnel by preparing and reviewing distribution details across grants departmental budgets clinical funding and other sources.

Collaboration with Integrated Resources & Institutional Partners (10%)

• Collaborate with Integrated Resource partners to ensure the accuracy and timeliness of transaction processing troubleshoot errors and escalate issues when needed.
• Review process guidance and timelines to align expectations with workflows.
• Provide feedback and ideas to improve centralized processes and contribute to system and workflow enhancements across the School of Medicine.

Project Management and Support (10%)

• Implementing tracking and completing projects assigned by the AHR Partner.
• Participate in projects directly related to integrated resources.
• Analyze and interpret data using Excel.
• Utilize data to support data clean up in Workday CTMs and FAR.
• Create and maintain process documentationincluding SOPs process flows checklists trackers and resource materialsto ensure clarity standardization and operational alignment across the Integrated Resources Team.
• Participate in identifying process inefficiencies recommend improvements and partner with Integrated Resources 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.
• 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.
• Manage confidential and sensitive information with integrity and confidentiality.
• 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 or related field and at least two 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 REQUIREMENTS:

• 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.