associate director of human resources

POSITION PURPOSE

Reporting to the Vice Chair for Finance & Administration (VCFA) the Associate Director (AD) provides expert HR guidance and direction on complex processes and compliance issues associated with recruitment, hiring, onboarding, performance evaluations, performance management, employee relations, compensation, benefits, leave management, and separation. The AD will be responsible for direction of a well-trained, efficient, and customer service-oriented team dedicated to HR & Faculty Affairs. The AD will develop, implement and direct results-oriented initiatives and systems that are sensitive to the cultures of the University of Washington broadly, School of Medicine (SoM), UW Medicine, University of Washington Physicians (UWP), and the Veterans' Administration Puget Sound Health Care System (SVAH). The AD will use an advanced level understanding of the federal, state, university and SoM policies in these areas to define and evaluate best practices to be initiated and implemented across the department to serve faculty, trainees, staff, and students. Further, this position will work with related partners for any necessary review, development and upkeep of department practice in accordance with changing laws, statutes and policies.

Position Complexities
The Department of Family Medicine is a large and complex department of 200+ faculty who are also physicians, advanced practice providers, and scientists; 100 staff, and over 1700 volunteer faculty who support the teaching and patient care missions of the UW in the five state WWAMI region. The Department is spread over multiple campuses, serving patients at most UW Medicine sites and across the WWAMI region. Having personnel spread across so many entities, each with their own policies and practices; and states, each with their on laws, exacerbates the complexities of managing HR for this group.

Position Dimensions and Impact to the University
Family Medicine is the second largest SoM department based on paid and volunteer faculty with personnel spread across the WWAMI region. The AD manages the team responsible for the faculty and staff HR support for these individuals and the inherent complexities of having personnel in so many different locations, each with their rules and regulations.

DUTIES AND RESPONSIBILITIES
40% - Operations, Process Improvement, HR/Academic Affairs Policy Review and Development
Develop, implement, and maintain formal policies and procedures to ensure a strong HR program that is compliant with State, Federal, University, and School of Medicine requirements.
Continuously review scope of activities necessary to successfully complete operations in HR/FA domain; ensure new mandated processes and systems become embedded into procedures, refining as necessary.
Provide direction to the team such that all on-going HR/Faculty Affairs processes for hiring, payroll, leave management, faculty appointment, credentialing, and promotions as well as other cyclical activities are completed on time and accurately.
Build cyclical activities of Human Resources and Faculty Affairs into schedules to ensure compliance with time-sensitive activities.
Oversee and ensure smooth recruiting and on-boarding processes of new faculty and staff, including introduction to our culture.
Conduct and document exit interviews.
Oversee and provide expertise on all forms of leave for staff and academic employees, including FMLA and discretionary leave. Manage communications related to leave.
Monitor Workday approvals and entry as needed and delegate where appropriate.
Provide reports and analysis to the VCFA and HR teams related to salaries, hiring trends, and aligning this information with department needs.
Oversight for annual policy requirements, including annual information protection attestation, work from home documentations, etc.
In partnership with the VCFA, serve as main liaison between the Department, School, and UW HR/AHR affiliated offices.
Oversee organized record keeping and consistent maintenance of files.
Actively participate on department Leadership Committees including the Justice, Equity, Diversity, and Inclusion Committee.
Partner with the Vice Chair of Justice, Equity, Diversity, and Inclusion (JEDI), on initiatives to support and grow these values in the Department of Family Medicine.

30% - Manage Academic Human Resources for the Department of Family Medicine
Direct academic human resources activities in the department, delegating tasks and projects as appropriate, and ensuring the work is done in compliance with policies and procedures.
Ensure an up-to-date understanding of all UW policies and procedures related to academic human resources, and develop and implement department policies and procedures in coordination with those. Advise on and communicate these policies and procedures to department leadership, faculty, and staff.
Serve as the department liaison and spokesperson for the DFM Academic Human Resources Program. Represent Academic Human Resources at DFM Leadership Committees, faculty and staff meetings, and UW SOM meetings. Guide DFM leadership and search committees on academic faculty recruitments and evaluation tools.
Coordinate with and advise the Chair regarding salary setting and serve as the point person on faculty offers and practice plan compliance.
Oversee the coordination of new faculty appointments and reappointments each year.
Oversee policies and processes for new faculty onboarding and orientation.
Ensure faculty with clinical assignments are credentialed appropriately with the Office of Medical Staff Appointments.
Collaborate closely with Vice Chair for Faculty Affairs and Appointments and Promotions Committee.

30% Oversee Staff Human Resources Program
Advise DFM Leadership on complex UW and SOM policies, federal and state employment laws, as they apply to staff.
Oversee the work of HR staff, including new staff hires, onboarding, salary setting and review, reclassifications, leave management, and other relevant areas to ensure compliance, parity, and standardization across units.
Collaborate with DFM leaders to build staff recognition and professional development programs.
Investigate complaints and discuss and support resolution options.
Coach managers and collaborate with UW HR partners to create corrective action plans, lead progressive performance management meetings, potentially including dismissal.
Understand labor relations policies and practices and interpret to staff.
Act as the departmental expert on the structure of grievances and terminations.
Direct the staff annual review process for the department.
Oversee full employee life-cycle activities for all permanent staff, temporary staff, and students.
Provide mentoring to staff.

Lead Responsibilities:
Coach and advise division faculty and administrative heads on faculty and staff HR and employee relations across the Department of Family Medicine.

MINIMUM REQUIREMENTS
Master's Degree in related field.
At least 3 years of Human Resources and Supervisory experience.

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

ADDITIONAL REQUIREMENTS
Demonstrated commitment to equity, diversity, and inclusion.
Exhibit knowledge of and familiarity with laws, regulations, and policies related to employment, labor relations, and human resources.
Outstanding interpersonal skills.
Excellent analytical and organizational abilities.
Demonstrated ability exercising a high level of confidentiality and working with sensitive information.

DESIRED QUALIFICATIONS
Experience in Academic Environments.

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