Senior Manager, Academic Affairs And visas

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 Office of Academic Appointment and Compensation (AAC) is seeking a Senior Manager, Academic Affairs and Visas (Senior Manager). The Senior Manager is primarily responsible for executing and disseminating academic human resources policies and procedures and the oversight of visas. The Senior Manager will play a key role in the AAC exercising discretion and independent judgment, by providing guidance to chairs, administrators, and staff on issues related to recruitments, appointments, visa sponsorships, compensation changes and promotions of School of Medicine (SoM) faculty.

The complexities of managing a unit are critical to its success, and successful delivery of services to departments within the School of Medicine. Administering policies and procedures for academic human resources is significant due to the complexities associated with University laws and codes, the SoM's policies, and procedures, UW Physicians (UWP) and Children's University Medical Group (CUMG) policies, and regulations of affiliated institutions, including those relating to practicing physicians. Interpreting, analyzing, and disseminating rules, policies and procedures as well as ensuring staffs' accurate interpretation, understanding, and application of those policies and procedures, is another crucial component of this position.

The management of changes to title, salary, and timing of input into the payroll system could result in inappropriate titles, overpayments or excess retroactive payments to faculty if not correctly assessed, approved, processed, and applied. In addition, the School also manages its interinstitutional relationships and clinical affiliations, which carry their own prescribed set of unique procedural elements separate from the University system. These affect clinician appointments and compensation arrangements, adding any array of increasingly complex personnel functions.

Under the direction of the Director of AAC, the Senior Manager will join the leadership team of AAC and will not only be responsible for management of personnel, but also be a customer service-oriented individual that will focus on customers/partners and improving internal business practices through continuous process improvement.

DUTIES AND RESPONSIBILITIES

Academic Appointments and Compensation 50%

Through account management, provide and manage three staff members who deliver a broad range of academic personnel services to departments.

Provide guidance on university and school policies and procedures related to appointments, compensation, leaves, practice plan actions, and other personnel actions.

Advise and provide guidance to chairs, vice chairs, administrators, staff, and other related organizations on academic personnel actions.

Consult and coordinate with other team members on academic affairs matters including policies and procedures, training for staff and other actions.

Transact on faculty HR actions (hires, appointment changes, leaves, etc.) in Workday (the UW HR/P system), and the School of Medicine Change Transaction Memorandum (CTM) following the timelines and expectations of payroll, central campus, School of Medicine, and practice plans.

Analyze, review, and approve requests submitted for authorization to ensure compliance with UW and SoM regulations. Work with Provost's office to secure approval of requests and follow-up with departments to implement.

Guide, review, and approve all compensation actions for designated department(s): Retention increases, TPSs, E/C, ADSs, MACs, SAACs.

Maintain thorough understanding of Workday transactions and functionality, including initiation, approvals, process-flows, downstream impacts, and business consequences.

Manage actions and/or participate in work related to annual academic processes.

Manage faculty sabbatical leave process for the School of Medicine.

Manage waiver of competitive recruitment processes for the School of Medicine working directly with the UW EOAA office.

Participate as a member of the SoM/UW Postdoctoral Scholar Bargaining Team.

Staff and Visa Management 30%

Direct operational and personnel activities of three professional staff member involved in academic appointments, compensation, and visa sponsorship. This includes hiring; training, mentoring, conducting performance reviews; managing compensation-related actions such as reclassifications, salary adjustments and handling corrective action and dismissals.

Management of J-1 and H-1B visas for faculty, postdoctoral scholars and Fellow Non-ACGME trainees.

Weave and integrate visa policies and procedures with academic human resource management.

Oversee the development and maintenance of internal policies and procedures to ensure efficient day-to-day operations providing high quality services to SoM executive staff and academic departments.

Lean Process Improvement 10%

Continuously audit and review current academic personnel and visa policies and implement updates and changes as needed.

Create process guides and tools to document and support key functions and activities.

Distill information from multiple sources into concise communications and products.

Conduct continuous performance improvement to identify and implement efficiencies and develop resources.

Related duties as required 10%

Complete special projects for the director, dean, and executive leadership.

Perform other duties or projects as required or assigned.

MINIMUM REQUIREMENTS

Bachelor's Degree of Business Administration or related field plus four years of experience in a complex academic organization.

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

ADDITIONAL REQUIREMENTS

Professional demeanor and the ability to interact effectively with individuals of diverse backgrounds and at all levels of an organization and the community.

Strong customer service skills with ability to maintain a positive attitude.

Ability to thrive while working with a high volume of work and critical, time sensitive deadlines.

Ability to interpret and apply complex state or public agency policies and procedures

Management of academic human resources processes, including faculty compensation and human resources management.

Demonstrated project management skills and problem-solving skills, including ability to work independently to establish priorities and manage multiple projects simultaneously.

Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization.

Ability to handle sensitive and confidential information with tact, discretion, diplomacy and maintain strict confidentiality.

Detail oriented with ability to identify issues and trends as well as correct errors, typos, or discrepancies.

Proficiency with various computer programs and databases, including but not limited to Microsoft Word, Excel, Access, and PowerPoint.

Fluent understanding of, and experience with, and commitment to inclusive language, accessibility and diversity, equity, and inclusion considerations. Supportive of the UW's commitment to inclusiveness and UW School of Medicine's commitment to equity, diversity, and inclusion.

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

DESIRED QUALIFICATIONS

Three years of experience managing individuals or a team.

Experience in a university setting.

Experience working with Academic HR at the University of Washington.

Experience with visa sponsorship process.

Continuous Performance Improvement or Lean knowledge.

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.