University Of Washington Seattle , WA 98113
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With approximately 215 active faculty, 174 Residents and Fellows and 56 staff in clinical care, research and education, the UW School of Medicine Department of Anesthesiology & Pain Medicine (A & PM) is a large Department within UW Medicine. It is committed to excellence in patient care, education and research. We are committed to nurturing and shaping the future leaders of Anesthesiology & Pain Medicine by promoting critical ethical thinking, challenging the boundaries of knowledge, fostering compassion and developing creativity and independence of the mind through interdisciplinary partnerships.
The Department of Anesthesiology & Pain Medicine currently has an outstanding opportunity for an FAHR Team Staff Operations Specialist.
The purpose of this position is to provide operational support to the staff program in the Departments of Anesthesiology & Pain Medicine (APM) and the Department of Surgery (DoS). The functions of HR and Faculty Affairs (Faculty Affairs being an interchangeable term for Academic HR) have fully integrated to provide administration, management and expertise to these two departments. The Integrated Team is known as the FAHR Integrated Team (Faculty Affairs & Human Resource Integrated Team). Together these two Departments comprise a workforce of approximately 900 faculty, residents, fellows and staff. The FAHR Integrated Team touches each of these individuals' professional life and is a crucial centralized department business process.
The FAHR Integrated Team's goal is to have individuals who are primarily devoted to either faculty or staff workforce but with understanding of all types of employees and the ability to cross-cover, answer questions, solve issues and escalate issues as necessary. Our customers are the entire workforce in these two departments and our daily mission is to keep all the faculty and staff of these 2 large clinical departments able to show up and walk into the OR, clinic, lab or office on any campus and perform in their jobs smoothly and seamlessly with no administrative glitches; to be paid accurately and on-time; and, to have their out-of-the ordinary HR issues managed. We also make it our daily mission to ensure that all faculty and staff are compliant with all rules, regulations and guidelines that govern their particular position, that they feel welcome and know where to go for assistance with their academic or staff HR needs. Finally, we want to help ensure our Workforce has a good experience at work they feel their job and contributions matter, they are respected and valued, and there is a sense of camaraderie that pervades our departments. To that end, the FAHR Integrated Team is the centralized department resource for employee morale and engagement.
Our non-faculty (staff) customer base is approximately 215, who work across six locations within UW Medicine. These individuals provide managerial, administrative, technical and research support to the faculty and programs in both Departments. Staffing activities for both departments is high volume and complicated. In AY 2018, this team hired or reclassified 146 individuals.
The individual in this position must have strong oversight and management skills, the ability to independently initiate, implement and prioritize program priorities and projects, dedication to accuracy and demonstrated ability to meet deadlines, regardless of multiple on-going domains of work. Organization and management of multiple program priorities for timely throughput is essential to success.
S/he must be able to appreciate, initiate, plan and manage improvement projects for the FAHR team. S/he must be a respected individual with the FAHR Improvement Team as well as for customers outside of the departments. The need for acting independently within the scope of position is paramount. S/he must have the ability to understand, plan and do "the next thing" with only broad oversight.
His/her duties will be in four broad categories:
The individual in this position will report to the Assistant Director for the FAHR Team.
Operational management of Departments' staff employment program, including: consultation with management team around staffing needs, creation of job descriptions for new hires, refilling positions and change of jobs; back-up HR Manager for staff leave: 40%
Provide expert initial review of all Staff intake forms coming from both departments:
Determine if complete and accurately described
Work with managers/administrators to collect missing information or change of focus
Manage updates and upgrades to Intake form
Provide consultations with Managers/Administrators re. staffing plans and approaches to staffing needs, provide alternatives as necessary;
Write and/or review initial Job Descriptions and/or review and revise as necessary;
Prep all Job Descriptions and forms for hiring prior to final review by Assistant Director
Work with HRCS to enter into Workday and track as necessary;
Work with Department Staff Operations Manager & HRCS, ensure that all hiring, on-boarding & off-boarding requirements are met in a timely and efficient manner. This includes, but not limited to I-9 coordination, costing allocations and systems' accesses.
Understand leave rules and provide on-going expertise and support around leave and time entry; work with Department HR Manager & HRCS to monitor time & leave;
Oversight of staff activity data collection; provide analysis and maintain metrics for staff hiring activity.
Ensure cost-effectiveness by monitoring and providing on-going reports on staff costs
In collaboration with Assistant Director, ensure that employee compensation is assessed regularly for equity. Draw attention to inequitable situations and provide solution recommendations;
Provide consultation to managers around appropriate compensation for new or replacement positions.
Develop and provide decision tree for assessing appropriate compensation for use with the FAHR Integrated Team as well as managers/administrators.
Leadership and Management of Employee Engagement Program and Leading or facilitating FAHR Integrated Team Improvement Projects: 25%
Lead, direct and manage employee recognition team in APM
Provide a philosophy and structure for employee engagement; lead stakeholder approval process.
Review and implement tools and methods for assessment of employee engagement;
Recommend and implement a structure for increasing and enhancing employee engagement;
Manage budget of $10K for employee engagement activities;
Manage Departments' Combined Fund Drive activities; be the "face" of the combined fund drive for faculty and staff.
Work with Assistant Director to determine FAHR team "next steps" in integration and improvement of systems;
Provide specialized assistance with Team website as well as regular avenues of communication to both Departments' leadership groups.
Oversight of creation and management of staff on-boarding program and management of employee performance review processes: 25%
Review, upgrade and or develop Department Orientation programs for staff using Lean Methodology; recommend to stakeholder groups changes to orientation and receive buy-in.
Work to understand philosophy and goals of good orientation programs;
Provide structure for building and maintaining meaningful orientation programs
Oversee implementation and provide on-going management of Department Orientation program
Provide on-going oversight to ensure orientation goals are met;
Ensure solid metrics around orientation program are established, implemented and maintained.
Lead and manage collaborative and multi-party team to develop and implement off-boarding program.
Manage the annual Performance Review Process for both Departments. Work with Assistant Director and HRCS to coordinate and monitor the process each year;
Establish expertise in Performance Review philosophy and systems and provide leadership to Performance Review process improvement efforts, including creation and implementation of new on-line tools.
Monitor and review on-going staff employment issues as well as provide expertise on staff policies & procedures: 10%
Interpret and ensure implementation of policies and procedures affecting staff HR, including Labor issues, State compliance and University HR practices;
Lead review and work with team to update applicable department policies and procedures;
Ensure HR policies are well crafted, accurate and accessible; provide training to management teams as necessary.
Work with Assistant Director to become expert in handling HR performance issues.
BA in business, health services management, psychology, sociology, or other applicable areas of study
Minimum 2 years' experience in staff programs in an academic setting;
Equivalent education or experience may substitute in some cases;
Other Required Qualifications:
Experience using Workday
Demonstrated customer service to a variety of customers, both junior as well as very senior customers;
Demonstrated ability to handle high volume of activity, both individually as well as by organizing and delegating activities;
Able to work independently, with only general oversight, to develop, organize and implement high-level programs affecting all staff.
High degree of accuracy;
Exercises high degree of excellent professional judgment; e.g., knows when to seek guidance and when to act independently;
Excellent verbal and writing skills;
Ability to manage and/or facilitate projects and project improvement activities
Expert in using Microsoft suite of products;
Ability to delegate effectively and collegially;
High degree of organization.
Excellent writing capability; must understand how to create and fashion a job
Demonstrated interest in employee engagement philosophy and activities to support employee engagement.
Masters' in Healthcare Administration, Public Administration, Business or similar
Lean methodology experience;
3 + years' experience with Human Resource activities
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.