FACULTY AFFAIRS HR ASSISTANT SENIOR - University of Washington
Seattle, WA 98194
About the Job
Req #: 237152
Department: THE DEPT. OF ANESTHESIOLOGY AND PAIN MEDICINE
Posting Date: 10/04/2024
Closing Info:
Closes On 10/11/2024
Salary: $3,839 - $5,135 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908\_a11y.pdf)
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 Anesthesiology and Pain Medicine has an outstanding opportunity for a Faculty Affairs Senior HR Assistant to join their team.** **POSITION PURPOSE**
This purpose of this position is to provide administrative and human resource support for all academic faculty and human resources functions within a large clinical department within the School of Medicine. The Department of Anesthesiology & Pain Medicine (APM) represents a labor force of approximately 450 Faculty, Staff, Residents, and Fellows. You may read more about the Department of Anesthesiology & Pain Medicine by going to our website: APM Website (https://depts.washington.edu/anesth/) . The individual in this position joins the APM HR team of two Faculty Affairs HR specialists that are responsible for all Academic HR functions across the APM. Please note: Academic HR is often referred to as "Faculty Affairs" and the terms are used interchangeably.
APM HR serves the entire workforce of the Department of Anesthesiology & Pain Medicine. Our daily mission is to ensure staff and faculty can perform their jobs smoothly and without administrative disruptions, receive accurate and timely pay, and have HR issues managed efficiently. We also ensure compliance with all relevant rules and regulations, make them feel welcome, and provide clear guidance for any issues needing HR assistance. Under general supervision of the Faculty Affairs Business Partner, the HR Assistant Senior will independently perform a variety of paraprofessional human resource duties in one or more functional areas. The HR Assistant Sr. will be expected to apply specialized knowledge and use independent judgement in resolving problems and interpreting and applying established APM and School of Medicine rules, policies, regulations or procedures. This position will perform a high amount of data entry across systems and will therefore be expected to review the accuracy of records, exercise decision making authority and initiate corrective action within established guidelines when situations arise.
The ideal candidate should have an interest in Faculty Affairs, be efficient, detail-oriented, technically skilled, and a team player. They will frequently use the University's HR and payroll system, Workday. The APM HR team values diversity and inclusion, and we seek passionate, innovative, and collaborative team members. We ask our ideal candidates to address how their experiences can contribute to these values in their cover letter/ application material.
This position reports to the Faculty Affairs Business Partner and the position responsibilities are as follows:
+ Faculty Affairs / Academic HR: 50%
+ Medical Staff Credentialing: 30%
+ Administrative Support: 20% **DUTIES AND RESPONSIBILITIES** Faculty Affairs/Human Resources 50%
+ Enter faculty change and payroll entries into Workday to include FTE and Compensation changes, Leave of Absence; ensuring entries are completed by Payroll deadlines.
+ Coordinate and track peer evaluation collection by requesting annual clinical peer evaluations and/or teaching evaluations for designated faculty and uploading to Faculty Review Tool; Maintain and track current year's self-reviews in Faculty Review Tool
+ Coordinate the collection and completeness of appointment and promotion packets, including soliciting letters of recommendation on behalf of the chair, ensuring completeness of required forms and documents, and processing sexual misconduct background checks for new hires
+ Create and submit a high volume of electronic Change Transaction Memorandums (CTMs) for Practice Plan faculty payroll processes and track CTM completion.
+ Manage and maintain internal tracking systems and tools including the New Faculty Hire spreadsheet; help to ensure all relevant stakeholders are notified of appointment and other process updates
+ Coordinate data and document collection for annual faculty reappointment cycle
+ Serve as departmental I-9 Coordinator ensuring I-9 compliance is met in Workday for all new hires
+ Assist in identifying faculty who are eligible to apply for the American Board of Anesthesiologist (ABA) Alternate Entry Path (AEP) program and support and help coordinate application process.
+ Review Monthly Practice Plan payroll reports for salary issues and validate changes,
+ Assist Faculty Affairs Manager in coordinating and distributing important information to faculty regarding all-faculty matters.
+ Maintain knowledge and stay up to date on policy and process changes that may impact Faculty and Workday.
+ Serve as back-up departmental Costing Allocator, which includes performing costing allocation entry, running bi-weekly Workday reports for costing allocation end dates and send notices for renewal to impacted employees.
+ Analyze and summarize data and prepare reports using computerized and/or manual systems; coordinate the maintenance of computerized human resource information or other recordkeeping systems; verify accuracy of records and document adjustments; maintain confidential records
+ Conduct training and/or orientation in human resource rules and institution policies and procedures;
+ Review and ensure the accuracy and completeness of human resource documents such as leave and salary records, benefits enrollment or claim forms and employee data forms;Medical Staff Credentialing - 30%
+ Utilize internal systems to submit Request for Medical Staff Applications (RMA);
+ Maintain a working understanding and knowledge of OMSA Policies and Procedures and stay updated on any changes.
+ Ensure that medical staff credentialing is current for faculty across multiple sites.
+ Process temporary privileges as needed for urgent staffing needs for faculty who have not yet been approved.
+ Coordinate maintenance of key information for Service Chiefs, Chair, and faculty members including medical licensing, board certification, DEA certification, and renewal dates.
+ Monitor all faculty records to ensure they are in compliance; liaise with Office of Medical Staffing Appointments (OMSA), and other hospitals and outside agencies regarding credentialing process.
+ Ensure that credentialing tasks are initiated and monitored for timely completion and provide regular status reports to all parties involved.
+ Coordinate OMSA appointment, reappointment and privileging packages with the Chair and Service Chief(s).
+ Collaborate with Division Managers to track training compliance and non-clinical access of providers.
+ Create and manage Contingent Worker requests in Workday, initiating NetID and EID creation.
+ Manage and update MS Teams task boards and MS Excel spreadsheets regarding status.
+ Process OMSA termination forms and coordinating signatures for terminating faculty, retiring faculty, faculty reducing clinic locations.
+ Process OMSA change in status forms for faculty switching locations and changing their privileges and clinic locations.Administrative Support - 20%
+ Assist with planning and coordinating the annual Departmental Holiday party including securing venue, catering, wine & beverage, costs accounting, advertising via email announcements and RSVPs;
+ Assist the Assistant to the Chair in coordination of Annual Faculty Retreat;
+ Assist the Assistant to the Chair with email announcements and RSVPs for 'Newcomers Party'.
+ While on-site, occasionally provide backup at front office Reception Desk - answering calls, prioritizing voice messages; assist or direct in-person inquiries from guests or department personnel.
+ While on-site, occasionally assist with sorting of mail received on the 14th Floor, routing to staff mailboxes, assist with maintaining departmental faculty mailing list.
+ May occasionally be asked to assist with ordering office supplies for department staff/faculty.
+ Provide occasional support to Faculty Affairs Program Coordinator with coordinating Grand Rounds, Visiting Professorships, and Recruitment visits by arranging travel and itinerary, etc.
+ Develop and implement internal office procedures; recommend changes in procedures or rules to facilitate effectiveness.
+ Respond to inquiries and resolve problems in areas such as employment examinations, benefits eligibility or calculations, leave administration, compensation and employee relations. **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 equivalenteducation/experience **ADDITIONAL REQUIREMENTS**
+ Demonstrated ability to act with discretion and maintain confidentiality on all HR related issues and HR Systems.
+ Demonstrated experience performing complex tasks such as mail merge using MS Word, as well as creating, editing and managing Excel spreadsheets in order to produce accurate, high-quality, reports and documents.
+ Demonstrated ability interacting with diverse customers, senior administrators and professionals, with tact, diplomacy, discretion and sensitivity while handling confidentialinformation.
+ Demonstrated experience serving as a first point of contact delivering excellent customer service, as well as providing administrative support within a team setting.
+ Demonstrated experience regularly performing tasks and producing documents that require a high attention to detail and high level of accuracy.
+ Demonstrated experience managing email, calendars and tasks for multiple users/groups using MS Outlook and/or Google calendars
+ Demonstrated ability to effectively prioritize multiple projects with shifting deadlines and competing priorities; as well as the ability to handle frequent in person, and telephone interruptions calmly and professionally.
+ Demonstrated ability to work successfully independently with limited supervision, as well as collaboratively as part of a team.
+ Demonstrated experience delivering exceptional customer service by exhibiting excellent interpersonal, verbal and written communication skills.
+ Demonstrated ability to consistently apply sound professional judgment and critical thinking to address complex issues and problem-solving; with the ability to ask for advice and/or assistance when needed.
+ Personal commitment to building personal and organizational capacity by constantly seeking out opportunities for process improvements and increased efficiency.
+ Demonstrated experience performing in a fast-paced, high volume, environment with time-sensitive projects. **DESIRED QUALIFICATIONS**
+ Familiarity with University of Washington payroll processing experience and/or Workday security role holder.
+ Previous experience with credentialing or licensing processes and procedures for healthcare providers
+ Previous experience providing HR support in academic, higher education, and/or medical institutions.
+ Possess an eagerness to work in an environment with plenty of opportunity for people interaction as well as a healthy workload electronic tasks.
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.
Source : University of Washington