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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The Department of Rehabilitation Medicine has an exciting opportunity for an experienced Human Resources Manager. This position fulfills a critical central administration role for human resources of the Department of Rehabilitation Medicine, which houses four degrees offered within the School of Medicine and is comprised of more than 400 personnel (~300 paid, ~100 unpaid) across academic, clinical, and research units.
This position will be responsible for aspects of faculty and academic appointments and HR-related business processes for research divisions, academic programs, and clinicians in our physician, Sports & Spine, and Rehabilitation Psychology units. Will back up staff employment, onboarding, and faculty affairs work, as needed. The position is part of a four-person team that supports department HR and Faculty Affairs, including the following: Department Administrator, Human Resources Specialist overseeing staff HR processes, Human Resources Manager overseeing academic HR processes (this position), and a Faculty Affairs Specialist.
The HR Manager routinely provides a wide range of support for the Department’s faculty, staff, students, clinicians, visitors, and volunteers. This position will provide leadership and proactive – as well as just-in-time – guidance over a broad range of HR functions, including staffing, employment law, performance management, and faculty affairs. The HR Manager will work closely with the School of Medicine Academic Appointments and Compensation unit, as well as UW’s Central HR, Integrated Service Center, Total Talent Management Office, and Compensation Office.
The HR Manager will be trusted to make independent, sound decisions of significant financial and organizational consequences. This position is responsible for adhering to and enforcing UW and Department policies to facilitate HR operations.
Under the general direction of Rehabilitation Medicine’s Administrator, who serves as the Department’s HR Director, and working in alignment with the Department’s hiring plan, staffing vision, and personnel philosophy, the HR Manager provides expert knowledge and leadership in the areas of employment and employee relations for all Rehabilitation Medicine leaders, managers, and staff. This includes:
• administering policies and procedures: interpreting and clarifying rules, laws, and policies; implementing reasonable accommodations; and managing leave;
• providing expertise, counseling and training with regard to hiring, performance management and corrective action, expediting successful complaint resolution, etc.; and,
• effecting continuous process improvement; developing responsive, proactive and best-practice HR service strategies, processes, and programs.
The HR Manager independently performs a variety of complex and confidential human resources functions that include recruitment and retention, regulatory compliance and administration (i.e., FLSA, FMLA, EEO, ADA), and more. The HR Manager may work with the Administrator and Vice Chair for Finance & Administration to design, implement, and evaluate organizational development programs that strengthen individual and organizational capabilities to execute strategic business objectives.
The HR Manager regularly exercises discretion and independent judgment, analysis, and decision-making in executing and discharging personnel functions and is expected to understand, interpret, and apply appropriate policy, procedure, and regulations. The position has wide-reaching impact for the Department and UW to the public, University officials, School of Medicine officials, and Department faculty, staff, students, outside institutions, professional organizations, etc.
This role requires the ability to orchestrate high volumes of operational activities, understand the complexity and diversity of key knowledge areas, and apply expert judgment and decision making.
On a daily basis, this position is presented a variety of complex HR problems by faculty and/or managers, and the HR Manager is expected to offer accurate and quick solutions. This position requires significant organization, problem-solving, project management, and communication skills with frequent and substantive interactions. Individual initiative, solid judgment, discretion regarding sensitive and confidential matters, and superior customer service skills – including proactive communications – all are necessary for the tasks assigned. This position requires superlative accuracy and attention to detail, as well as efficiency, flexibility, creativity, and a desire to serve multiple stakeholders, while working squarely within UW regulations.
The position will handle Human Resources and Compensation matters in the University of Washington's human capital management system, Workday. Workday functions encompass the areas of employment, classification, promotions, onboarding, compensation, benefits, leave management, and training and development for all faculty, staff, and student employees. This position will be responsible for ensuring that Workday activities are managed in an accurate and timely manner, following compliance requirements per State and University regulations.
The HR Manager will serve a lead function within the HR team and may eventually supervise personnel.
Academic Human Resources Program Administration
Manage and provide oversight and direction of all aspects of the Academic HR program for the Department of Rehabilitation Medicine.
• Serve as academic HR subject matter expert in coordination with the Administrator, the School of Medicine, and Central HR.
• Administrative lead for managing recruitments and faculty appointments.
- Ensure faculty recruitments comply with University, State and Federal hiring practices (advise and guide search committees and administrative staff).
- Ensure adherence to faculty code, academic HR policies and procedures governing the University and School of Medicine procedures. Compose offer letters on behalf of the Department Chair related to recruitments, ensuring language reflects current agreements regarding position expectations for each site of practice.
• Ensure VISA applications for visiting scholars, foreign nationals, and appointed faculty are processed in a timely and accurate manner. Maintain up-to-date knowledge regarding multiple types of VISAs and requirements. Work closely with the International Scholars Office and VISA specialists in the Dean’s Office regarding visas.
• Recruitments, appointments, visa processes, and credentialing are time-sensitive, and the HR Manager must possess strong project management skills to meet deadlines in an environment of competing priorities. In addition to appointment and promotions, all credentialing entities must be notified with any changes in status/regular reporting required. In addition to appointment and promotions, all credentialing entities must be notified with any changes in status/regular reporting required.
• Manage medical staff appointments and reappointment processes for all clinically active faculty and staff requiring hospital privileges at all UW Medicine and UW Medicine-affiliated entities
• Be knowledgeable and keep up to date with the requirements of the UWP appointment process and advise faculty on policies and procedures. Ensure compliance and timeliness of credentialing requirements. Handle confidential materials pertaining to medical practice histories. Identify potential delays in institutional approval process and address as needed to avoid suspension of clinical practice privileges.
• Orient new faculty recruits regarding terms of employment outlined in initial hiring letters.
• Facilitate the faculty onboarding process and provide back-up to the onboarding specialist, as needed. Develop and provide onboarding presentations for newly hired faculty members including orientation, computer and systems access requests, parking, billing, and documentation.
• Manage Faculty FTE changes, follow Provost and School of Medicine guidelines for annual FTE review and confirmation, in conjunction with leave processes, clinical FTE tracking, and research funding changes affecting paid FTE.
• Provides back-up to the Faculty Affairs Specialist on reappointments, renewals, and promotions.
• Manage Faculty Leaves. Advise faculty on leave policies and procedures. Ensure that proper paperwork from faculty and healthcare providers is coordinated with program offices (over 30 leaves each year).
• Manage hiring and appointments for Postdoctoral Scholars, Senior Fellows, Residents, and Academic Student Employees.
• Oversee visiting faculty appointments. Ensure proper materials and new appointment paperwork is in place.
Human Resources Operations
• Diligently maintain – and, when applicable, develop and implement – the Department’s processes, procedures, and tracking mechanisms to ensure accurate timely information regarding the administration of all policies and procedures, as well as accurate and timely reporting of work and HR process statuses.
• Prepare appropriate HR documents, including but not limited to letters or notifications of appointment, in-grade salary increase approval, temporary salary/pay increase, position review, Family and Medical Leave, corrective actions, etc.
• Develop, analyze, and revise department HR guidelines, processes and policies under the direction of the Administrator.
• Support the Administrator and HR Specialist, as needed, in the recruitment process for professional and classified staff and student positions ranging from job description development to final hire.
• Conduct phone screen interviews and participate in interview processes as needed.
• Perform comprehensive salary assessments to ensure we compensate employees appropriately. Analyze, review, and take action on compensation change requests, promotions, in-grade salary increases, and reclassifications.
• Ensure employees have appropriate work authorization.
• Advise managers on the onboarding and exiting processes.
• Independently advise and provide resourceful solutions to diverse and varied first-tier employee relations issues within the parameters of all regulations, laws, policies, and procedures. Escalate complex matters to the Administrator.
• In consultation with the Administrator, may counsel, educate, or make recommendations regarding performance management and corrective action and assist in responding to and resolving employee grievances.
• Assist the Administrator on escalated HR issues such as corrective action procedures, terminations, and layoffs.
• Manage, administer, serve as Department resource, and provide counsel to staff, managers, or other leaders regarding
- federal and state regulations and laws
- the policies and procedures of the University of Washington, UW Medicine, School of Medicine, and Department of Rehabilitation Medicine.
- compliance with Federal, State, and University policies (i.e., FMLA, ADA, State Ethics compliance).
- employee relations issues and the interpretation and application of labor agreements.
- Benefits issues, such as open enrollment, FMLA, and the employee assistance program.
• Respond to inquiries and independently resolve problems in areas such as employment processes, benefits eligibility and calculations, leave administration, compensation, job classification, and employee relations.
• Provide direction and counsel regarding salary equity, retention, recruitment, complaint and grievance investigations, staffing assessment, complex leave issues, performance evaluations, disciplinary actions and dismissals, etc.
• Manage Rehabilitation Medicine training requirement compliance and tracking for all academic appointees. Establish electronic tracking system to ensure training requirements; customize training plans based on positions and appointments, including asbestos, prevention of sexual harassment, new employee orientation, benefits, human subjects, HIPAA, and lab safety have been successfully completed.
• Disseminate relevant HR info to staff.
• Lead Rehabilitation Medicine’s efforts on a recruitment and retention program for diverse staff; this involves clear alignment with the UW Diversity Council’s Diversity Blueprint, the School of Medicine’s Commitment to Diversity policy, the School of Medicine’s Center for Health Equity, Diversity & Inclusion, and collaboration with the Rehabilitation Medicine Administrator and Director.
• Manage service awards and other employee recognition.
• Conduct annual staff performance review process.
• Documents and maintains written procedures regarding all aspects of department HR, in coordination with department-wide policies and procedures. Continuously seek ways to improve standardized systems that transfer and track recruitment or other management information.
• Manage Special Projects as required.
Staff Human Resources and Personnel Program Backup
• As needed, serve as Department subject matter expert on Workday human resources processes.
• Oversee recruitment process for Professional, Classified, Hourly Staff, and Students employees, , ranging from job description development to final hire. 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.
- Advise and strategize with hiring managers in the staffing options available to fill their need.
- Manage numerous staff recruitment processes including professional, classified, student, and graduate student—temporary and regular appointments.
- Guide hiring managers to develop, modify, and finalize job descriptions, evaluate appropriate grade and titles, initiate recruitment requests and associated processes, etc.
-- Facilitate new-hire onboarding and related processes.
-- Provide guidance on standard hiring and interview processes.
- Review and advise managers and staff on revision of job descriptions to reflect current work and oversee and track requests for position review.
- Consult with Administrator for compensation setting for new hires and compensation change requests.
• Leave Management:
- Oversee leave administration in the Department with respect to Workday payroll system.
- Advise managers and staff on leave use and parameters.
- Ensure consistency of leave interpretation and application throughout the Department.
• Performance Management and Review:
- Orchestrate annual performance evaluation completion for staff.
- Assure compliance with HR processes.
- Advise managers on best practices in conducting performance reviews, compliance issues regarding labor & employee relations, and creating acceptable corrective action plans, escalating complex cases and termination/layoff matters to the Administrator.
• Policies and Procedures:
- Review and assure Department policies and procedures align with UW policies and procedures, as well as state and federal laws related to Human Resources.
- Draft new policies and procedures as needed.
- Review and provide current policy and practice information to the employee supervisor for onboarding, orientation, and separations.
• Special Projects: Serve as a delegate for key projects and assignments, working with department leaders, managers, and staff to assure stable and efficient business processes.
Other/General Duties & Responsibilities
• Understand organizational complexities, jobs, reporting relationships, and specific roles and responsibilities across Department of Rehabilitation Medicine and within the broader context of the School of Medicine and UW’s administration of policies and procedures.
• Serve as day-to-day expert providing informal and formal first-tier advice and guidance to staff, students, and supervisors regarding UW human resource policies and procedures, personnel issues, and workplace concerns. Entrusted with privileged and highly confidential information. Escalate sensitive employee relation matters to Department Administrator.
• Keep abreast of job description best practices; ensure job descriptions are written for maximum effectiveness to attract the right candidates.
• Serve as a Department Workday expert.
- Manage Workday processes, facilitate and provide guidance to managers and staff with questions, monitor progress of hires, and take follow-up action when needed.
- Run Workday reports as needed for the Administrator, Director, and Department Chair.
• Participate in developing and leading onboarding process for all new employees.
• Continuously improve and deliver the New Hire Orientation content to ensure it is relevant, dynamic, and comprehensive. Participate in developing and delivering other HR-related trainings as needed.
• Coordinate with internal stakeholders to ensure that exiting of each employee is timely and complete on employee’s last day. Meet with exiting employee for an exit interview and on last day to collect University and Department of Rehabilitation Medicine equipment.
• Work collaboratively with the Department’s Payroll Coordinator and Finance Team to ensure payroll runs smoothly.).
• Liaise with the School of Medicine and Graduate School on ASE issues and Independently interface with Dean's office and Central HR on issues/problems.
• Participate and assist in the development of HR metrics. Manage and maintain Department HR metrics and tracking systems.
• Maintain secure, confidential, and compliant electronic and print HR files for all personnel in accordance with UW Records Management and IT policies and procedures.
• Review, update, and edit HR content on the Department’s intranet.
• Draft email communications or PowerPoint presentations to share HR content with staff.
• Ensure effective and consistent communications with personnel about important HR matters, deadlines, etc.
• Coordinate annual essential/non-essential communications and processes and ensure compliance.
• Assist in the writing and preparation of department communications, including newsletter and annual report.
• Act as hub of information for Rehabilitation Medicine contact lists and people database.
• Oversee management of Rehabilitation Medicine’s supervisory organization (SupOrg) structure (currently >75 SupOrgs), ensuring staff members and affiliates are assigned to the appropriate SupOrg and correcting when needed.
• Participate in school- and campus-wide human resources meetings, advocating for Rehabilitation Medicine’s needs.
• Perform other duties as required to support the ongoing mission and strategic plans of the Department.
• Bachelor's degree in Social Sciences, Administration, Business, Human Resources, English, or related field and 4+ years or relevant administrative and management experience. (Equivalent combination of education and experience can substitute for degree).
• Experience supporting human resources operations in an academic setting, preferably at UW, and in an environment combining academic with research and/or and clinical personnel. Knowledge of University guidelines and procedures including the ability to reference them on the UW website when advising Division staff and faculty.
• Ability to analyze, interpret, and apply complex rules and regulations in problem solving and consulting about employment.
• Successful history and ability to work on large, complex projects in a deadline driven environment.
• Proven expertise at managing both academic and staff human resources at a UW departmental level
• Record of engaging in and managing faculty leave program, accommodations, grievances and other issues that may arise. Must be a self-starter who works successfully from stated goals without instruction.
• Must be able to work independently with exceptional organizational, planning, time management skills and initiative.
• Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. Takes responsibility and initiative to set and meet the goals, objectives and obligations while representing the mission, visions and values of the organization.
• Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.
• Excellent interpersonal and communication skills (written and oral).
• Ability to communicate in a diplomatic, friendly, yet effective manner with SoM leadership, faculty, staff, and central campus offices.
• Highly organized, demonstrated ability to multitask in a consistently fast-paced environment in an organized and efficient manner. Self-motivated, flexible, creative, ability to prioritize and be solutions orientated.
• Ability to creatively solve problems in order to meet goals and objectives.
• Strong attention to detail and accuracy.
• Experience in hiring and crafting job descriptions. Must be able to translate stated needs for human capital from faculty, senior researchers, and managers dealing with predominately research-related content into job descriptions and recruitment materials to fill novel needs.
• Intrinsically motivated and able to create innovative ideas to achieve results. Recognizes and seizes opportunities
• Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees difference as an opportunity for growth and change.
• Evidence of the practice of a high level of confidentiality.
• Experience working in a unionized environment.
• Demonstrated success working with diverse populations and fostering a diverse, equitable, and inclusive work environment.
• Ability to work independently and as part of a team, manage priorities, and make independent decisions.
• Demonstrated examples of solid leadership skills.
• Experience with UW systems (Workday, UW Hires, Interfolio, Catalyst, 0365, etc.).
• Experience supervising staff.
• Advanced skills in MS Excel and/or database management, intermediate proficiency with MS Word, Outlook, Visio.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Proven ability to negotiate highly sensitive, political situations for positive outcomes and favorable results.
• Knowledge of University of Washington human resource and compensation rules, regulations, policies and procedures along with UW administrative systems
• Thorough knowledge of HR policies, procedures, principles and practices. Personnel and salary administration, recruitment techniques and management.
• Human resources and payroll experience at a large University setting.
• Experience with UWMC and HMC campus locations and systems.
• Experience working with Union and Non-Union employees classified employees, Professional Staff employees, Faculty, and Student Employees.
• Experience with Lean process improvement.
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.