ACADEMIC HUMAN RESOURCES MANAGER – FELLOWSHIP AND TRAINEE PROGRAMS

Updated: almost 2 years ago
Location: Seattle, WASHINGTON
Deadline: Open Until Filled

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. 

Department of Medicine has an outstanding opportunity for a Academic Human Resources Manager – Fellowship and Trainee Programs.

The Academic Human Resources Manager – Fellowship and Trainee Programs (payroll title: Program Operations Specialist) is responsible for the executive management, oversight and strategic planning of the following significant programs and/or processes, in the Department of Medicine: 1) Fellowship programs; 2) GME finance 3) Acting faculty appointments process, 4) J-1 and H1B visas for fellow and faculty 5) UAW Postdoctoral Scholar appointments 6) Visiting Faculty appointments. This position is responsible for directing operations of all of the above program operations and processes to meet department, school of medicine, and university goals, using discretion and independent judgment, decision-making and problem-solving skills and is accountable for all of these program/process results. 

The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Northwest Hospital (NWH), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area.

In addition to understanding the complex administrative and academic functions of the largest department in the UW School of Medicine, the Program Operations Specialist advises and assists the administrators in the 13 academic divisions on faculty appointments, compensation, recruitment and retention. This position establishes overall direction; plans, develops and implements departmental policies and systems as they relate to the programs listed above. This position works closely with the department directors and other department leadership, and with leadership in SoM and GME to achieve the goals of the department

This position will be responsible for ensuring compliance with School and University policies, procedures and timelines in regards to academic human resources and is critical to the operation and coordination of the overall department, and to the teaching and research missions of the School and the University. This position impacts the University of Washington's standing as an academic center of excellence.

RESPONSIBILITIES:

This position is responsible for the executive management, oversight, and strategic planning of: 1) Fellowship programs; 2) GME finance 3) Acting faculty appointments process, 4) J-1 and HlB visas for fellow and faculty 5) UAW Postdoctoral Scholar appointments 6) Visiting Faculty appointments. This position has sole responsibility and accountability for directing operations of the above programs to meet department strategic goals in the teaching, research and clinical mission, using discretion and independent judgement, decision-making and problem-solving skills and is accountable for all of the program/process results.

Shared Services (25%)

• GME and Non-GME Payroll:
- Process new appointments, title and compensation changes for 180+ ACGME and 200+ non-ACGME fellows in the Department of Medicine. Notifying Divisions about upcoming appointment end dates in timely manner that allows sufficient time for preparing the reappointment letter and processing changes in Workday by the DOM AHR, helping Divisions determine appropriate compensation level (based on the UWHA, UAW and NIH requirements) at the time of appointment/reappointment. Processing appointment terminations for fellows and scholars in Department of Medicine.

• Fellow/Faculty Visa Application
• Providing shared services to the 13 DOM Divisions in filing initial US visa petitions and processing extensions and visa transfers for faculty/scholars accepting academic appointment at the UW. The service would also include tracking existing visa end dates and determining faculty /scholar’s eligibility for their US visa extension.

Fellowship Program (35%)

GME Finance

• Oversee and manage annual single source allocation process for 22 ACGME residencies/fellowships in collaboration with the Department's Director of Finance
• Track and reconcile program hospital funding agreements against single source service agreement
• Review and approve payroll distributions for residents/fellows against allocated funding
• Ensure program rotations are accurately recorded, and funded by appropriate entities
• Problem solve billing discrepancies and liaise between GME Finance and division and program administrators to ensure compliance with UW School of Medicine Single Source Billing Rules and Generally Accepted Funding Principles
• Lead development of Department fellowship finance best practices

Leadership and Strategic Planning

• Provide leadership to fellowship/residency coordinators/administrators in the management of financial and human resources aspects of fellowship/residency programs. Work with the Director of the Internal Medicine Residency on the Department review and approval of fellowship program changes, as well as regarding the departmental involvement in and oversight of residency and fellowship programs. Assess and determine the most appropriate personnel direction to meet division and department goals, including employment, Accreditation Council for Graduate Medical Education (ACGME) fellows vs. non-ACGME classifications, compensation levels, benefits packages, meeting affirmative action/eeo requirements, and accountable for ensuring appropriate training and development at the divisional level.
• Serve as resource to Department Fellowship Coordinators on resident/fellow leave requests; on behalf of programs, work with GME Finance office to secure hospital funding for program extensions.
• Supervise and direct work flow of Department Liaison Fellowship Coordinator
• Develop ad hoc and recurring Department of Medicine ACGME training sessions for all division fellowship coordinators/administrators; advise division fellowship coordinators and provide training on new procedures, rules and regulations mandated by the school, the university, the accrediting agencies and the American Board of Internal Medicine (ABIM) and interpret their impact and implementation. Coordinate academic year transition involving termination, continuation and appointment of fellows with particular attention to monitoring salary sources and rates for job-class and salary level/level of training appropriateness.
• Serves as department reviewer and approver for all new fellowship appointments prior to submission to schools. Oversee new fellowship appointments to determine pay rates, job class titles, adherence to university and agency policies. Ensure timely completion and accuracy of data concerning level of training, affiliation with ACGME-accredited training programs, salary sources and rates.
• Approve all new fellow appointment documentation on behalf of the Chair and/or Director of the Department.
• Act as liaison between divisions, the dean's office, graduate medical education office, the international affairs office, academic personnel, the medical staff office, and the medical director's offices, ensuring: adherence to UW and hospital policies, deadlines are met, and information is accurate and complete, all of which are critical to the career path of departmental faculty and fellows.
• Develops ad hoc reports as needed for management and strategic planning.

Acting faculty (25%)

• Using discretion and independent judgment, recommends revisions and improvements as circumstances warrant. Develops and implements process revisions to ensure operational best practices.
• Manage all aspects of the acting faculty appointment and reappointment process. Advise 13 subspecialty divisions on faculty code compliance and rules regarding time in rank and other considerations with respect to appointment and reappointment of acting faculty in the Department of Medicine. Review divisional recommendations regarding reappointment and advise dean's office.
• Manage concurrent academic, medical staff and practice plan appointments for acting faculty. Manage dual acting and senior fellow-trainee appointments for ACGME graduates completing their fellowship training. Work with faculty, division, and finance office to provide appropriate mechanism for compensation of clinical activity.
• Provide guidance to division staff and faculty on the appropriate trajectory to aid individuals transitioning from post-doctoral to acting faculty roles in meeting career goals. Provide guidance to division staff and faculty on the timelines, process and procedures of hiring foreign nationals to the acting faculty via UW sponsorship of the H 1-B visa.

UAW Postdoctoral Scholar Appointments and Clinician Researcher Appointments (10%)

• Manage the department UAW and non-UAW postdoctoral scholar appointments and payroll and act as an advisor providing information and guidance to the Divisions Administrators and PIs. Ensure postdoctoral appointments comply with Union and University practices
• Manage the department postdoctoral scholar searches and act as an advisor, providing information and guidance to faculty and administrative staff regarding the procedure and documentation required for advertising postdoc position.
• Manage payroll for Department UAW and non-UAW postdocs: running payroll reports to ensure correct compensation, timely processing of reappointments and US visa extensions
• Monthly data clean up for Workday

Visiting Faculty Appointments (5%)

• Technical expert and advises divisions on appointing visiting faculty titles while taking into consideration visiting scholar's profile and activity.
• Direct and manage the visiting faculty appointments and reappointments process, including visiting scientists and scholars, for 13 divisions. Manage associated visa issues for these appointments, while partnering with the International Scholar's Office (ISO) to ensure compliance with University policies and procedures.

Lead Responsibilities:

Lead and guide 1.0 FTE to provide support for the new shared services model who will be responsible for:

ACGME Workday Transactions

• Appointment change entries/terminations
• Payroll

UAW Postdoctoral Fellow Program

Visa Process
• Review application packets
• Tracking status of new and continuing visas
• Reporting to Divisions on renewals required

Visiting Faculty Appointments

• Appointments/reappointments and tracking end dates

MINIMUM REQUIREMENTS:

Bachelors Degree in a related field and 4 years related experience with progressive responsibility

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

ADDITIONAL REQUIREMENTS:

• Must have excellent written and verbal communication skills; the ability to work both independently and as part of a team, and excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects.
• Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
• Must have strong writing skills for composing correspondence and editing documents.
• Must be proficient in Microsoft Word, Excel, PowerPoint and Access; good working knowledge of Internet and web-based applications.
• Demonstrated dedication to equity, diversity and inclusion

DESIRED:

Experience in academic human resources, ACGME or non-ACGME fellowships, or similar experience desired.

WORKING CONDITION

Occasional weekend and evening work required

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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