Lead Academic HR Manager

Req #: 236072

Department: PSYCHIATRY AND BEHAVIORAL SCIENCES

Posting Date: 06/25/2024

Closing Info

Open Until Filled

Salary: $6,741 - $10,111 per month

Shift: First Shift

Notes

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (~~~ )

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 Department of Psychiatry and Behavioral Sciences within the UW School of Medicine (SoM) is the third largest clinical department within the SOM with 330 full-time faculty members, 460 courtesy faculty members, and over 350 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department's highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department's robust research portfolio totals $67 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. Psychiatry is the third largest department in the SoM and the largest non-divisioned department. The overall annual operations funding from all sources is over $130 million.

The Department of Psychiatry & Behavioral Sciences within the UW SoM currently has an outstanding opportunity for a Lead Academic HR Manager. This individual will report to the Associate Director of HR.

POSITION PURPOSE The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. The Department of Psychiatry & Behavioral Sciences within the UW SoM is recruiting for an experienced Human Resources Manager. Psychiatry is the third largest department in the SoM and the largest non-divisioned department. This individual will report to the Assistant Director for Human Resources. This position will be responsible for leading the departmental promotions process, managing all aspects of postdoctoral scholars and fellow appointments, and serve as the visa subject matter expert. The Lead Academic HR Manager will oversee and manage all aspects of faculty appointments, the re-appointment process, and all academic HR business processes. The position is part of a six-person human resources team that supports the department. As a unit they provide full support for departmental academic and staff human resources and payroll.

Position Complexities

Given privileged and highly confidential information and trusted to act upon this information accordingly and with discretion; Independently determines the best operating practices and how to implement them for the department; Works collaboratively with Department IT team to develop and implement technological solutions for day-to-day work processes; Assigned major department projects which affect all employees; Involved in long-range strategic planning.

Position Dimensions and Impact to the University

This position has proven critical to recruiting and retaining faculty and staff. It plays a key role in presenting a positive, customer service friendly image of the Department to the public, University officials, SoM officials, and Department faculty, staff, and students. This position is responsible for monitoring academic employees through developing best practices and monitoring employee activities closely to prevent and protect faculty members or the department from adverse consequences (i.e. CRIO investigations or lawsuits). This position is responsible for administering the University's policies for hiring and managing faculty within the Department. The Lead Academic HR Manager manages the faculty appointment and re-appointment processes, which, if not executed properly, can significantly impact faculty members and carry substantial financial and organizational consequences. This position is presented with a variety of complex HR problems daily by faculty and staff and is expected to offer accurate and quick solutions.

DUTIES AND RESPONSIBILITIES Reporting directly to the Associate Director of HR, the Lead Academic HR Manager is responsible for collaborating with faculty and staff on the development of innovative processes, streamlining procedures, and developing tools that enhance and improve departmental operations. It is a position that functions as part of the team that manages all Academic and Staff Human Resources operations for faculty in clinical roles, trainee programs, divisions, research centers and programs, in the Department of Psychiatry and Behavioral Sciences. This position will serve as the departmental subject matter expert on academic human resource policies and processes.

70% Manage Academic Human Resources

• Guide Chair, Service Chiefs, and Division Directors on academic faculty appointments and re-appointments.

• Understand and apply the organizational complexities of the Department of Psychiatry and Behavioral Sciences, including academic job types, reporting relationships, specific roles and responsibilities within the broader context of the SoM's administration of policies and procedures.

• Serve as the subject matter expert providing informal and formal advice and guidance to staff, students, directors, and administrators regarding UW academic human resources policies and procedures.

• Oversee and manage coordination of ~100 faculty appointments, reappointments, promotions, and other processes per year, including drafting offer letters.

• Ensure faculty are credentialed appropriately with the Office of Medical Staff Appointments.

• Exercise independent judgment and discretion in effecting, executing, and discharging new faculty appointments, determining compensation, participating in new faculty department onboarding and orientation, and providing training and development.

• Gather data for workforce development planning to assist the Vice Chair of Finance and Administration in the development of the Annual Hiring Plan.

• Works with Vice Chair of Finance and Administration to make formal decisions on long-range strategic planning including faculty hiring plans, faculty merit evaluations, and unit adjustments. This involves analyzing and forecasting to inform decisions, aligning strategic goals with department heads, managing related budgets, ensuring compliance, and facilitating inter-departmental communication.

• Serve as the Department subject matter expert and work closely with the International Scholars Office to manage visas for all faculty and trainees.

• Manage the annual promotions process for faculty on all six tracks in the department Tenure and Without Tenure (Faculty-Scientist, Clinician-Teacher), Research, Professor of Clinical Practice, Salaried Clinical (and Clinical Non-Salaried), Teaching Professorial, and Professor of Practice.

• Work closely with the Vice Chair of Finance and Administration and the Associate Director of HR to prepare and collect data points for the department's Annual Promotions Meeting.

• Interpret UW faculty policies and translate into web/database interfaces.

• In collaboration with the Associate Director of HR, responsible for managing faculty disciplinary actions, effectively handling complaints, and providing guidance and advice. This includes taking part in investigations, ensuring compliance with policies, developing corrective action plans, maintaining records, mediating conflicts, and improving the complaint resolution process. Additionally, stays updated on legal and regulatory changes and advises senior leadership on disciplinary matters. 20% Data Management and Problem-Solving

• Proactively research and resolve questions regarding how to approach ambiguous or complex academic HR actions at the lowest organizational level, escalating issues to various UW offices (the ISC, UWHR, Campus Leaves), as necessary.

• Facilitate communication through coordination of project-related meetings and calls.

• Initiate confidential changes to academic employee data, ensuring compliance with all data privacy restrictions as needed.

• Track and manage data change processes, verify the accuracy of academic employee data in Workday, including new faculty and trainee information, and proactively audit existing faculty and trainee changes through reports and data cross-checks.

• Make independent and sound decisions, which have significant financial and organizational consequences. 10% Lean Process Improvement and Special Projects

• Independently identify areas for process improvement within the department, analyze and recommend streamlining services, implement plans to enhance standardization, evaluate outcomes to ensure effective solutions, engage relevant stakeholders, and optimize HR team efficiency.

• Facilitate efficient management of academic HR functions within divisions, research centers, and programs, introducing best practices and guiding each unit, with its unique focus, to achieve goals, outcomes, and targets.

• Develop benchmarks for administrative unit productivity and implement data-gathering activities in close collaboration with AHR and HR leadership.

• Perform other duties and ad hoc projects as assigned. Supervisory Responsibilities:

• Supervise 1.0 FTE Academic HR Manager. MINIMUM REQUIREMENTS

• Bachelor's degree in social sciences, business, or Human Resources.

• At least four years working in an academic clinical department with solid understanding and working knowledge of personnel policy, State and Federal policies related to academic human resources.

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

ADDITIONAL REQUIREMENTS

• A grasp of the overall mission and objectives of the department within the UW SoM is essential.

• Proven expertise at managing academic human resources at a UW departmental level.

• Strong customer service orientation with ability to maintain a positive attitude and demonstrated ability to provide very high-quality customer service.

• Excellent written and verbal communications skills and awareness of ethical and political ramifications of decisions.

• Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. Work with confidential information and take appropriate action.

• Must be able to work independently with exceptional organizational, planning, time management skills and initiative.

• Proven ability in time management, organization, and prioritization of tasks with competing priorities.

• Must also be able to work as a member of a team and to lead teams to successful outcomes.

• Successful history and ability to work on large, complex projects and meet goal timeframes.

• Solutions-oriented, demonstrating strong initiative and follow-through.

• Must be a self-starter who works successfully from stated goals without instruction.

• The individual must be self-motivated, and able to work collaboratively as well as independently at both the macro and micro level. DESIRED QUALIFICATIONS

• Familiarity with UW systems such as Workday, UW Hires, and other HR service platforms supporting management of employee documents.

• Experience with contract classified and professional staff HR processes.

• Experience with academic personnel in an academic medicine setting.

• Record of engaging in and managing faculty leave program, accommodations, grievances and other issues that may arise. CONDITIONS OF EMPLOYMENT

• Position suitable for hybrid working situation: combination of remote and in office work.

• May work in a shared office space.

• Time sensitive issues may require a flexible schedule and the capacity to work extended hours to reach project goals and timeframes.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.