HUMAN RESOURCE COORDINATOR (.75 FTE)

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. 

The Division of Allergy & Infectious Diseases is comprised of 115 paid faculty, and approximately 200 staff and fellows. It has one of the largest research portfolio of all of the Department of Medicine Divisions with about $50 million in extramural funding per year.

The Division Head as well as many of the faculty represent the University of Washington in many capacities regionally, nationally and internationally. These national and regional positions add a significant layer of complexity to this position and our ability to support these positions reflect on the reputation of both the University of Washington and UW Medicine.

AID has an opening for a part time (75% FTE) Human Resources Coordinator. The HR Coordinator will serve as the principal assistant/administrative support to the Human Resources Manager of the Division of Allergy and Infectious Diseases (AID), Department of Medicine. Under general supervision, the HR Coordinator will assist in a wide range of highly confidential, complex, executive-level administrative support activities, and represents the Division Human Resources Manager to internal and external clients and serve as a communication liaison representing the interests of the Department. This position will routinely exercise independent judgement and decision-making skills, set own work priorities and implement divisional policies for the division office. The Division has faculty, staff, and trainees at multiple clinical and research sites requiring expertise, direction, assistance and decision making for daily operations.

This position must be able to coordinate across programs, disciplines and institutions to manage competing priorities and ensure cohesive programs. The HR Coordinator collaborates with AID leadership, Division and Department administration and must work independently and take initiative to prioritize the workload and accomplish a broad volume of work.

RESPONSIBILITIES

Academic HR Support

This position will provide academic HR support for the division (over 115 faculty members) working under the guidance of the Division HR Manager. This position will ensure compliance with the Faculty Code and the School of Medicine policies and procedures. Specific duties include:

•Assist and coordinate 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; draft annual review letters on behalf of the Division Head
•Assist the resident and student evaluation process including reports from MedHub, eValu, and the Continuity Clinical Preceptor Evaluations, the peer clinical and teaching process; train and supervise students to complete the solicitation and review process for accuracy;
•Process medical staff credentialing requests for clinically active faculty and staff requiring hospital privileges. 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;
•Aid in the compilation of new appointment, reappointment and promotion packets; draft numerous correspondences related to appointments, reappointments and promotions of AID faculty on behalf of the Division Head
•Assist division-wide events such as professorships, retirements, and other events
•Assist onboarding and orientation for new faculty recruits as needed;
•Assist the AID Division wide annual faculty recruitment process
•Other duties as assigned

Staff HR Support

• Partnering with the HR Manager -- assist in coordinating all permanent staff, temporary staff and student staffing from conception to hire. Advise hiring managers on recruitment strategies and best practices. Partner with hiring managers to create position descriptions. Develop and implement policies and procedures to streamline the hiring process.
• Assist in the design and implementation of new hire orientation/onboarding program. Partner with Division Administrator and HR Manager to implement orientation program with new staff; ensuring new staff understand and comply with Department and University practices and guidelines.
• Monitor AID HR email and assist with HR Communications to AID faculty and staff
• Assist in creating and facilitating employee engagement/recognition programs within the Division for staff.
• Document staff HR actions that meet the needs of all parties involved.
•Track annual performance reviews and assist with merit process
• Partner with department leadership with managing Workday software activities and business processes to ensure actions and responses are in accordance with applicable rules and regulations.
• Additional duties as assigned.

Front Desk –As the Human Resources Coordinator’s desk will be by one of the Division’s main entrances, it will be occasionally necessary to complete front desk/reception duties. These include:
• Allowing visitors access to the floor
•Directing visitors to the correct office/faculty member
• Answering general questions.

MINIMUM REQUIREMENTS:    

High School Graduation or equivalent and three years of office experience including at least six months of experience in a human resources or related setting OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:    

• 2 – 3 years prior work experience in an academic, healthcare and/or administrative environment.
•Experience with drafting and editing correspondence, reports, documents and meeting notes.
•Exceptional interpersonal skills (in-person, via phone, and using electronic communication tools).
•Strong attention to detail and overall flexibility when working in ambiguous situations.
•Ability to exercise independent judgement, use creativity in solving problems and demonstrate strong organizational and prioritization skills.
•Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat.
•Familiarity with the principles of Quality Improvement and experience working with diverse teams of individuals.
•Ability to handle highly confidential information
•Prior experience with faculty appointments and credentialing processes.
•Experience with University of Washington systems and procedures.
Experience with website design
•Experience with HMC, UWMC and VA PSHCS campus locations and systems.
•Experience with Workday software

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 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.