FACULTY AFFAIRS SPECIALIST - University of Washington

Req #: 240574 Department: HEMATOLOGY AND ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location Detail: This is a hybrid position based at the Fred Hutchinson Cancer Center Campus Posting Date: 10/31/2024 Closing Info: Closes On 11/11/2024 Salary: $5,114 - $6,125 per month Limited Recruitment: **Open to UW Employees only** 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-professional-staff-librarians-academic-staff-20230701\_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 Hematology and Oncology has an outstanding opportunity for a Faculty Affairs Specialist to join their team.** **POSITION PURPOSE** This position fulfills a critical leadership and strategic role in the central management of the Division of Hematology and Oncology within the Department of Medicine. This position provides faculty affairs support and oversight of systems and processes relating to faculty HR including recruitment, appointments and promotions. This position serves as a liaison with senior management, faculty, fellows, staff, and colleagues of other agencies and institutions. This position has substantial responsibility for routinely exercising discretion, independent judgment and decision making skills, set their own work priorities, develop, interpret and implement divisional policies for the division office, and provide direction, expertise, and assistance to Hematology and Oncology faculty, fellows and staff located on all the campuses. The Division of Hematology and Oncology (Hem Onc) is a large, complex Division in the Department of Medicine with 400 faculty, 30 fellows and over 250 professional, classified, and hourly employees spread across 11 campuses: UW, FHCC, FHCC Community (Northwest, Evergreen, Overlake, Issaquah, and Peninsula), Harborview Medical Center, UW South Lake Union, Bloodworks Northwest, and Washington Institute of Coagulation. Our Division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer in the world. This position has substantial responsibility for routinely exercising discretion, independent judgment and decision-making skills, establish work priorities, develop, interpret and implement divisional policies, provide direction, expertise, and assistance to Hematology faculty, fellows and staff located across all sites. **POSITION COMPLEXITIES** Provide broad range of high-level faculty support to the Division Academic Affairs Manager and team using their independent judgment; oversee and help coordinate academic affairs program support activities; assist the Academic Affairs Manager in setting and prioritizing goals for the department; coordinate, schedule and monitor program activities to determine consistency with Division's goals for 11 Disease groups. This position has responsibility for routinely exercising discretion, use of independent judgment, critical thinking and decision-making skills, establishing work priorities, expert knowledge of the academic clinical trial healthcare operations to effectively facilitate the workflow and support a robust Division Faculty. It is critical that this position be able to prioritize numerous concurrent tasks and manage both short term and long-term multi-step tasks. The position will maintain dynamic communication with the Division Head, Administrators, faculty, fellows and teaching assistants located across all sites. **POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY** The Division shares the University's predominant missions of teaching, research and service. A fundamental part of fulfilling those missions is communicating with numerous constituencies about the work that it does. Additionally, the Division subscribes to the same ideals that inform the University's academic mission: integrity, veracity, accuracy and honesty. The mission statement of the University of Washington Medical Center states that the Medical Center serves as a research resource, providing an environment in which clinical research may be conducted. This position is essential to that mission. The University and the Division takes seriously its responsibility to be accountable to those it serves, to communicate effectively and frequently about the ways in which it serves, and to be a credible source of information in all of its dealings with its various constituents. **DUTIES AND RESPONSIBILITIES** ACADEMIC AFFAIRS SUPPORT - 45% + Oversee Post-doctoral Fellow and Visiting Faculty appointments. Ensure proper materials and new appointment paperwork is in place according to the guidelines of each fellowship. Oversee VISA applications for visiting scholars, foreign nationals, and appointed faculty are processed timely and accurately. Maintain up-to-date knowledge regarding multiple types of VISAs and requirements. + Provide support to Faculty Affairs Administrator with the annual merit and promotion meeting. + Manage medical staff credentialing process for all clinically active faculty requiring hospital privileges at University of Washington Medical Center, Fred Hutch Cancer Center, Northwest Hospital and Harborview Medical Center. + Manage faculty 1460 outside work requests. + Oversee division of hematology and oncology website. + Provide support for division sharepoint site. + Coordinate with Fred Hutch Cancer Center with new faculty profiles. + Oversee applicant materials in Interfolio. + Provide support for division sharepoint site this entails maintaining shared files are properly uploaded and maintained.FACULTY DEVELOPMENT - 25% + Participate in School and Division-wide process improvement efforts as needed, and division AHR team meetings. + Develop and provide onboarding presentations for newly hired faculty members including orientation, computer and systems access requests, parking, billing and documentation. Provide support with Faculty FTE changes, follow Provost and School of Medicine guidelines for annual FTE review and confirmation, in conjunction with leave processes, clinical FTE tracking, and research funding changes affecting paid FTE. + Provide support with Faculty Leaves including maintaing tracking for approved leaves and return to work dates. Advise faculty on leave policies and procedures. Ensure that proper paperwork from faculty and healthcare providers is coordinated with program offices. + Ensure adherence to faculty code, academic HR policies and procedures governing the University and Department of Medicine procedures.FACULTY ONBOARDING - 20% + Oversee maintenance of key information for Division Head and faculty members regarding medical licensing, DEA certification, and renewal dates. + Responsible for faculty Medical License reimbursement. Provide faculty with proper forms for submission and reimbursement. + Produce training content when appropriate.EVENT PLANNING and MEETINGS - 5% + Has lead responsibility for the annual endowed lectures and receptions, Division wide events such as visits of faculty candidates, visiting professors and consultants. + Create agendas and PowerPoints for monthly faculty meetings. + Create surveys for feedback through Survey Monkey, etc.OTHER - 5% + Perform other duties as assigned. **MINIMUM REQUIREMENTS** + Bachelor's Degree in relevant field. + A minimum of two years 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 senior level confidential information. + Strong computer skills and competency with Microsoft Office software. + Strong attention to detail and ability to multi-task, organize and prioritize multiple projects. + Excellent written and verbal communication. + Demonstrated ability to work independently, under supervision, and be a team player. Should be highly motivated and flexible, with the ability to adjust to rapidly changing priorities and new projects. Maintain positive vision, sense of humor, and professional demeanor under potentially stressful situations. **DESIRED QUALIFICATIONS** + Previous work experience in an academic university, clinic, and/or administrative environment. + Clinical/administrative support experience. + Prior experience with faculty appointments. + Experience with FHCC and UWMC. **CONDITIONS OF EMPLOYMENT** + Office environment, sitting and computer use for long periods of each day. This position is located at Fred Hutchinson Cancer Center, in the administrative offices of the Division of Hematology and Oncology. This position requires coordination across multiple sites, which increases the complexity of communication with faculty. This position may include travel between affiliate sites such as UW Medical Center. This position has ability for hybrid and some telework. **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. 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.