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The purpose of this position is to provide senior leadership and management over the Human Resources functions of the Department of Anesthesiology & Pain Medicine (APM). This position reports to the Vice Chair of Finance & Administration (VC F&A) and is part of the executive management team. The Department HR Administrator must have broad as well as in-depth understanding of all aspects of the University’s payroll, leave, hiring and performance management structure; know how to keep time-sensitive material flowing through the system and ensure that all activity is in the best interests of the PIs, divisions and their administrative partners, the Vice Chairs and Chair, and the University at large.
The HR Administrator will represent APM in School of Medicine (SoM) or University Committees, ensure the Department is involved and knowledgeable about HR initiatives, and will need to always think about strategic initiatives and process improvements for the betterment of the HR program within the Department. It will be important for the HR Administrator to know both the operational details as well as have an understanding of the big picture in order to make solid recommendations to the VC F&A and the Chair of the department.
Responsibilities include the following: •Departmental HR Planning and Administration – 40% •Oversight & Management HR Operations – 25% •Employee Engagement, including Department Culture Committee & Special Projects – 25% •Communications & Information Management – 10%
The HR Administrator provides direction and oversight in the areas of payroll, hiring, onboarding, leave management for a large clinical department. They must be able to act independently, advise executive leadership and ensure all aspects of the HR activities within the program run smoothly, that they provide expert consulting around staffing decisions in order for the department to conduct HR decisions in a strategic and planned way. They must be able to gain and maintain the confidence of the executive team and faculty, in particular, the Chair and Vice Chair of Finance & Administration.
The Staff Human Resources team, currently consisting of 2.5 employees, handles all human resources transactions and processes for the department. As such, the team interacts with each new hire and the current 90 staff members. Multiple policies and procedures within the Department, SoM and UW have multiple levels of review and numerous regulations must be known, fully operationalized and be a part of the standard operating processes for the Human Resources team. Ensuring this happens is the responsibility of this position.
This individual is responsible for the oversight and management of recruitment, retention, compensation setting, promotional and separation efforts within APM. In that regard, the HR Administrator must have in-depth knowledge and extensive experience around a variety of payroll, leave and performance assessment policies. They must deeply understand how compensation is set, consult, advise and approve or not-approve compensation levels. They lead the planning and implementation of staffing plans within the department, which relies heavily on relationship management with faculty and administrative leaders, as well as the ability to provide consultations and critical evaluation of resource needs. Each area of Human Resource management has its own set of rules, deadlines and requirements. Ensuring that all applicable regulations and guidelines are known, understood and followed, that funds are expended accurately and timely requires an individual with great capacity for independence of actions, prioritization, depth of experience and the ability to interpret rules/regulations for staff and leadership.
This position has delegated responsibility for ensuring that administrative policies and practices within APM all meet compliance. This position must assess and continuously reassess current policies and processes for consistency with University and health care entity guidelines. The HR Administrator will actively implement processes for their team as well as all department administrative leadership that ensure compliance with rules, regulations and timelines. In addition to maintaining and expanding knowledge of existing and proposed federal and state laws and regulations affecting human resource management, they must identify trends that could affect organizational objectives and/or operational resources.
The HR Administrator has tremendous responsibility and will be pivotal in carrying out strategic and operational initiatives of the Department of Anesthesiology & Pain Medicine within their purview.
Anesthesiology & Pain Medicine (APM) is one of the largest departments in the School Medicine with 245 clinical and research faculty members, 110 residents, 38 Postdoctoral Scholars and ACGME Fellows, 90 staff members, and 115 affiliated clinical faculty members.
Our current annual research direct funding from both government and private sources is $10 million. The Department of Anesthesia & Pain Medicine has 8 clinical divisions including Cardiothoracic, HMC Trauma, Pediatric, Plastic & Reconstructive, Transplantation, Vascular and VA Puget Sound Health Care System as well as the Pain Medicine Division.
The Department works at 6 University or University-affiliated clinical sites: UWMC – Montlake; UWMC- Northwest, Harborview Medical Center, Seattle Children’s Hospital, the Veteran's Affairs Puget Sound Health Care System (VA) and Seattle Cancer Care Alliance (SCCA). In addition, the extensive and well-funded APM research is conducted at South Lake Union (SLU), Children’s Research Institute (CRI) and at labs in the Health Sciences complex.
The Department of Anesthesiology and Pain Medicine is a diverse group of clinicians, educators, researchers, trainees and staff who unite to advance medicine and healthcare through clinical care and innovation, research and education. We believe every member of our team enriches our ability to achieve our mission by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. We are committed to enhancing the diversity of our department and providing a safe and inclusive space for our faculty, staff and trainees. We strive to create an equitable and inclusive environment where all feel valued, heard, and respected. We work together to sustain the excellence that is a hallmark to APM as we seek to recruit and retain a diverse workforce that is a reflection of our commitments to serve the diverse people of Washington and the WWAMI region and to fulfill the School of Medicine’s guiding principles.
POSITION RESPONSIBILITIES HR Administration = 40% Key responsibilities include: •Designated department point of contact for University Compensation and Human Resources Consultant with respect to any staff issues that arise; •Provide informal and formal confidential support to employees and supervisors related to workplace concerns and resolving conflicts; investigate concerns, mediate, and engage in complaint resolution. •Interpret and integrate federal, state, UW, SOM, and other local laws and agreements into department policies and procedures; Assess whether an issue is best served by creating a new policy or a better practice; •Recommend new policies that are necessary for the Department; ensure that they are not in contradiction to primary regulations; •Manage and oversee performance management issues and activities; provide training for supervisors, PIs and others in appropriate performance management techniques and processes; •Provide expertise on staffing to senior management; working with the VC F&A and Executive Team to design staffing models for departmental business units; •Work with the VC F&A to plan and implement department human resource strategy with respect to staffing levels, deployment and compensation, ensuring all factors are taken into account; •Oversee and provide consultation to PIs and supervisors for new positions, terminations, corrective actions, layoffs, promotions, salary increases and other HR related actions. •Provide training in writing job descriptions and quality control on job descriptions written by others; ensuring that job descriptions are reviewed annually and updated as necessary; •Establish processes, protocols and training for timely and appropriate feedback and performance reviews; ensuring performance reviews are completed on an annual basis. •Provide direction, training and oversight to division managers and supervisors on appropriate methods of performance feedback and performance management; establishing processes for ongoing feedback and progressive performance management; •Articulate appropriate workplace behavior and foster compliance, identify concerns and/or problems, and utilize appropriate resources to assist in resolution •Implement change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies; Build consensus on the most appropriate approach to an organizational issue
Oversight and Management of HR Operations = 25% •Provide expertise and oversight for all Department Human Resource activities, including Workday business processes, approval of all job descriptions, approval of new and reclassification of positions, approval of offers & compensation changes; •Oversee and supervise the Department’s payroll activities; As needed, provide guidance regarding leave administration; advise management and staff on leave use and parameters. Ensure consistency of leave interpretation and application. •Oversee the HR Staff Specialist in the annual merit review process for professional staff, providing final review of merit letters •Oversee and manage HR process improvements •Oversee supervisory organizations and any changes to the departmental structure, including temporary assignments. •Supervise the HR Staff Specialist and matrixed supervision of HR Assistant Sr. including annual reviews, corrective action, time management and mentoring the employees.
Employee Engagement and Special Projects = 25% The Culture Committee is the department’s employee engagement team represented by a cross-section of staff who are tasked to initiate and implement activities and programs around the main areas of recognition, community building, professional development, and wellness. Responsibilities for the HR Administrator include: •Oversee and provide leadership to the department Culture Committee ensuring each area of focus is supported; •Serve as liaison between the committee and the VC F&A •Manage the budget for the Committee, tracking expenses and allocation of funds between the focus areas •Provide guidance, assist with planning, development, and launching of new initiatives •Act as department “Ombudsman” for staff; providing counsel and advice to managers and supervisors; keeping the pulse of the department’s “esprit de corps.” •Acting as confidential advisor VC F&A on personnel matters that affect the department culture •Understanding employee recognition and working to initiate activities/programs that recognize staff as well as inspire others to recognize their co-workers.
This position will also be responsible for participating in and managing on-going projects, some current projects are: •Represent APM in school-wide and campus-wide projects and committees concerning HR matters; •In collaboration with the HR team, develop, launch, and sustain a new employee department orientation that can be done both in person and virtually; •Identify and provide trainings for staff, including development of a new supervisor training •Partner with the VC F&A and Assistant to the VC F&A to develop meaningful and engaging staff meetings occurring every other month
Communications & Information Management = 10% •Ensure a process is in place and followed to comply with UW records management and retention directives; •Ensure that policies are reviewed by new managers and supervisors and are easily accessible; •Oversee and manage intradepartmental communications related to HR and the culture committee •Oversee the content that is placed on internal websites and social media related to the culture committee; •Provide original writing and editing of content around staff HR and the culture committee programs as needed
REQUIRED QUALIFICATIONS Education: Bachelor’s degree in business, HR management, communications, psychology, organizational development, or related field Type and Years of Experience: 5 - 6 years’ experience in human resources administration
OTHER REQUIRED QUALIFICATIONS •Strong organizational skills, ability to set priorities, and high degree of attention to detail, •Ability to foster credibility and establish collaborative working relationships and to inspire confidence of peers, employees and customers; •Ability to work with diverse people with tact, diplomacy, discretion and sensitivity; •Leadership qualities to include coaching and mentoring staff, establishing employee engagement within team and creating a positive work environment; •Demonstrated proficiency with Microsoft Office products •Ability to communicate clearly and effectively both verbally and in written format •Strong commitment to service excellence; •Ability to condense and summarize complex information
DESIRED QUALIFICATIONS •Experience working with Process Improvement tools and methods •Project management and leadership skills •Prior experience within a University setting •Prior experience with UW policies and systems, including Workday
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 Work 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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