Operations Manager

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POSITION PURPOSE

The purpose of this position (Program Operations Specialist (E S 8)) is to manage Division of Gastroenterology operations and initiatives focused on Academic Human Resources, Staff Human Resources, Strategic and Operational Planning, and Facilities Management. This position will oversee industry, business, academic, and other collaborative relationships to ensure new funding and existing resources are aligned with the Division's strategic plan.

The Manager of Operations will have an important role in establishing and monitoring specific and measurable goals, enabling the Division to operate more efficiently. This position will also independently handle all faculty affairs (appointments, LOA, yearly reviews, etc.), staff affairs (full recruitment cycle, working with managers on job descriptions, employee relations, leaves, terminations and overall management of staff employees,), oversee and direct all facility renovations/moves and supervise the day-to-day operations of the Administrative Specialist for the Division Head. Additionally, this position will have management duties for the DH Administrative Assistant , any temp hourly and student assistant employees in central GAS.

All of these duties require a focused, independent multitasker. As a vital member of the Division's core administrative team, this position will work closely with leadership in the Division of Gastroenterology, Department of Medicine, School of Medicine, and multiple UW and affiliate sites in support of our mission areas.

This position will be responsible for insuring compliance across multiple avenues which include Division, Department, Medical Center, School and University HR policies, procedures and timelines in regards to HR, facilities management and strategic planning in the Division of Gastroenterology. This position involves complex communications with numerous constituencies about the work that the Division does and what the final results will be.

This position will not only take great care to ensure that all Division HR, facilities management, strategic planning and related policies and procedures are managed in a manner that is reflective of the University of Washington's integrity and sense of responsibility, but will work to set the standard of excellence in this area. This position will maintain an awareness of, and familiarity with, any policies, procedures and/or regulatory requirements that impact the liability and responsibility of both the Division and the University. This position will support the growing needs of approximately 250 staff and 85 faculty members at all 6 locations. With the growth of the Division, the Manager of Operations will oversee all renovations/moves; this will involve complex critical thinking in regards to numerous aspects (i.e. space management, budget costs, etc.).

The Division of Gastroenterology and Department of Medicine are committed to the goals and mission of the School of Medicine and the University. It is critical to the University that the Division is able to fulfill this mission.

This position has a direct impact on the integrity and quality of the Division's units and programs. The Division shares the University's predominant missions of teaching, research and service and this position will stand as a reflection of those. The Division of Gastroenterology is currently located at the University of Washington Medical Center, Harborview Medical Center, Eastside Specialties Center, Seattle VA, Seattle Cancer Care Alliance, and the Fred Hutchinson Cancer Research Center campuses, with expected growth at future sites:

Northwest Hospital and Valley Medical Center. This position will support the growing needs of approximately 250 staff and 85 faculty members at all 6 locations.

DUTIES AND RESPONSIBILITIES

Academic Human Resources (35%):

Direct all aspects of faculty AHR for the Division: recruitment, appointment, reappointment, and promotion processes; visa appointments; medical staff credentialing process and UWP appointment process.

Manage the faculty recruitment and appointment process from initial search to the final hire and relocation for successful candidates. Ensure that faculty recruitments comply with University, State and Federal hiring practices, as well as adherence to faculty code and academic HR policies and procedures governing the University and Department of Medicine.

Independently advise, providing guidance to search committees and administrative staff regarding procedures and documentation requirements, ensure requirements are met and information transmitted is accurate.

Direct and manage the annual faculty review process for the division. Receive and review required materials and prepare them for distribution; conducting surveys and solicit evaluation materials on an ongoing basis; creating and maintaining faculty portfolios; ensuring that the process complies with the Faculty Code.

Manage the privileging and credentialing of all clinical faculty, process new and renewal applications for approximately 62 regular and clinical faculty members. 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.

Coordinate faculty leave, such as FMLA. Understand all relevant policies and procedures associated with faculty leave and communicate with faculty members on behalf of the division.

Provide guidance regarding conflict of interest and receive, process and track outside work requests.

Using discretion and independent judgment, assesses current processes and independently determines necessary process revisions and improvements as circumstances warrant. Develops and implements process revisions to ensure operational best practices.

Provide key Human Resource Management support to ensure the Division's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures.

Provide back up to staff HR Management with hiring, evaluation, promotion, remediation, and training activities of all professional and classified staff in the Division.

Strategic Planning and Operations Management (25%):

Manage all operational planning documents for ongoing tracking and reporting of Division, Section, and Program annual goals.

Develop and manage the overall strategy and fundraising for the Division's sponsored events.

Partner with Division Administrator and Division Head to analyze, develop, and implement long-range resource planning to ensure Division sustainability.

Oversee engagement initiatives, development programs, and growth opportunities to include in-service presentations, course certifications, conferences, poster presentations, team building activities, etc.

Perform analysis and utilize process improvement methodologies to streamline administrative workflows throughout the Division, to include the development of new Division policies to help ensure compliance.

Partner with Divisional faculty and staff to manage existing and potential relationships with donors, industry, businesses, academic partners and other collaborative groups.

Maintain dynamic communication with principal investigators, steering committees, vendors, industry sponsors, programs and other Division staff, and numerous University Departments.

Maintains office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPPA compliance regulations, etc).

Staff Human Resources (20%):

Manage all permanent staff, temporary staff and student staffing from conception to hire for the Division laboratories and central offices.

Advise hiring managers on recruitment strategies and best practices.

Coordinates the recruitment by working with managers to review resumes, conduct phone screens and reference checks as needed, create offer letters, and submit salaries for approval and process new hire paperwork.

Additionally, on-board staff, ensuring a smooth transition to the organization.

Works with hiring managers to create or update position descriptions.

Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate. Consult with Central HR as needed.

Initiates business processes in Workday for the Division (i.e. compensation changes, TPI/TSI's, create position, etc.).

Lead and direct annual staff review process.

Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel.

Ensure compliance with University and Departmental HR policies, as well as applicable state and federal laws throughout the recruitment and selection process.

Facilities and Space Management (10%):

Oversees facilities renovations and remodeling.

Direct office space redesign to address ergonomic needs.

Serve as liaison between Division, Department and Health Sciences building administration for full execution of projects.

Coordinate internal resources and third parties/vendors for the full execution of projects

Maintain space inventory and plan current and future needs by communicating with managers and anticipating needs based on the organization's business planning, environmental and other economic factors.

Work closely with facilities administration on behalf of the division to ensure division space is adequate for all faculty and staff, and that space is identified and ready for new arrivals.

Plan major move events, serving as liaison between all facilities and UW staff to coordinate the move. Ensures working space is adequate and in good repair.

Serve as an expert resource to UW staff, advising on moves and connectivity forms and policies and procedures.

Establish and maintain relationships with third parties/vendors.

Create and maintain comprehensive project documentation.

Supervision Management (10%):

Train and manage, administrative and student assistant positions resourced across the Division of Gastroenterology. Provide onboarding, implement and monitor annual performance, set core competencies, and develop clear position descriptions and expectations. Address any performance issues that pop up.

Joint supervision of the Division Head's administrative specialist. Responsible for the supervision on the day-to-day duties. Collaborate with the DH on yearly performance evaluations and any employee relations.

MINIMUM REQUIREMENTS

Bachelor's Degree in related field and at least 3 years of relevant experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.

Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times.

Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse population.

Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgment in a dynamic and deadline-driven environment.

Proven accuracy and attention to detail in work products.

Professional level competency with general MS Office applications, e.g, Word, Excel, Power Point, Outlook, and ability to learn new software applications as necessary to do the job

Highly organized, demonstrate 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.

Application Process: The application process 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 access 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.