Req #: 242431

Department: DEPARTMENT OF MEDICINE: CARDIOLOGY

Appointing Department Web Address: https://cardiology.uw.edu/

Job Location Detail: Hybrid schedule - 2-3 days per week in office at UWMC-Montlake

Posting Date: 01/10/2025

Closing Info: Open Until Filled

Salary: $9,000 - $11,000 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-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 Cardiology has an outstanding opportunity for an Associate Administrator of Human Resources and Operations to join their team. POSITION PURPOSE

The Associate Administrator of Human Resources and Operations provides critical leadership and direction for the Division of Cardiology in strategic initiatives, academic and staff human resources, and administrative operations. This position reports to the Division Administrator and has delegated authority to oversee and implement best practices in supporting faculty and staff in the areas of strategic planning, human resources, administrative operations, compliance, organizational development, and both internal and external communications. This position works closely with staff and faculty leadership in the Division, the Department of Medicine, the School of Medicine, UW Campus, and external sites of practice.

POSITION COMPLEXITIES

The Division of Cardiology is a large, complex Division in the Department of Medicine with over 200 physicians, trainees and advanced practice providers and more than 67 staff members spread across 8 campuses: UW Montlake, Harborview Medical Center, Northwest Hospital, Mill Creek Cardiology Clinic, Mountlake Terrace Cardiology Clinic, Ballard Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union.

This position is required to use independent judgment, critical thinking, and expert knowledge of the academic medicine operations to effectively facilitate the workflow and support a robust division with significant clinical, academic, teaching, and research aspects. It is critical that this position be able to prioritize numerous concurrent initiatives and manage both short term and long-term projects. The position will maintain dynamic communication with the faculty, staff, clinical partners, UW Medicine, VA and numerous other internal and external stakeholders.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY

This role represents the Division in a number of settings, and acts in place of the Administrator as needed, and therefore must possess strong leadership skills and decision-making abilities. The Division is the third largest in the Department of Medicine, and is highly visible with its clinical footprint in the Heart Institute (a strategic priority for the system) as well as a strong research and growing fellowship program.

DUTIES AND RESPONSIBILITIES Divisional Strategic Planning and Operations Management (55%)

• Provide strategic leadership in division operations by setting goals and priorities while measuring outcomes for administrative and operational decision-making. Define and evaluate strategic alternatives through the development of financial models and reports, provide recommendations on a course of action when needed. Perform comprehensive reviews on policies and processes to improve efficiency and effectiveness in the division enterprise and to improve ease-of-function in the division overall. Work closely with the division head and administrator to assure strategic initiatives are incorporated into division forecasting. Make recommendations on policy development and implementations as well as strategic alternatives. Provide ideas and solutions to address problems and formulate alternative strategies. Identify and recommend cost saving measures and innovative business practices.

• With delegated authority from the division administrator, oversee a variety of high level and critical operational needs across multiple sites of practice. Problem-solve complex issues in cross-functional areas. Ensure that operations are synchronous with and further the Division’s overarching goals, strategies, and initiatives.

• Use independent judgment to develop and implement strategic and comprehensive internal and external communication strategies for a growing and highly visible division. Establish regular internal communications to division faculty and staff on administrative, operational, and research updates. Develop strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective external communications and workflow.

• Interpret administrative and operational changes recommended to all SOM departments based upon UW Medicine and UW process and system changes, advise Administrator and Division Head on impacts to the Division and associated process changes. Analyze and identify opportunities for process improvements and develop implementation strategies within the realm of administrative policies, procedures, and workflow that maintain the continuity of operations.

• Provide expert consultation to senior department faculty and staff regarding operational business needs. Identify process and supporting operational solutions to streamline business processes, improve efficiency and simplify the administrative process for faculty and staff users.

• Oversee management of division-wide intranet. Lead internal efforts to review, document, and appropriately categorize historical division electronic files for the new shared environment. Serve as division expert on all compliance, state and university records storage and retention policies, procedures, and processes as it relates to moving division files from multiple current shared IT environments to the new intranet.

• Provide Operational oversight for faculty non-clinic scheduling, onboarding coordination, mail distribution, parking, travel, CV and Augmented CV maintenance, visiting lectures and other divisional events.

• In the absence of the Division Administrator serve as back up to Division Administrator.

• As needed, serve as division representative in departmental, school and university-wide meetings.Academic & Staff Human Resources (40%)

• Provide Academic and Staff Human Resources leadership, strategic planning, and personnel management for the Division.

• Works closely with the Department of Medicine to identify challenges with current Faculty Code compliance due to the unique and complex nature of the division in comparison to other divisions and departments on campus.

• Partner with the Department to investigate and coordinate investigations of workplace complaints or grievances.

• Advise and make recommendations on faculty personnel issues (including misconduct allegations) to Division and Department leadership and Office of Academic Personnel.

• Document communications regarding misconduct allegations for faculty and administration.

• Develop and document policies and procedures for the growing AHR program to align with the division’s strategic plan and growth.

• Responsible for privileged and highly confidential faculty information and trusted to act upon this information timely, accurately and thoroughly.

• Direct successful onboarding of new faculty and ensure new faculty are educated and compliant with all relevant policies and processes.

• Advise Administrator and Division Head on AHR policies and processes related to conduct and corrective action, complaints, and grievances.

• Partner with Administrator and Division Head on faculty code interpretation; UW policies, and state and federal regulatory requirements pertaining to academic human resources and operational needs of the unit; interpret complex operational issues to determine their impact.

• Provide oversight and act as subject matter expert on faculty leaves and disability. accommodation requests, ensuring compliance with faculty code, UW policy, and federal requirements.

• Work closely with DOM AHR, International Scholars Office and ISO advisors processing of faculty visas, J-1 exchange visitor’s visa requests, Conrad Waivers, etc.

• Independently resolve UWP billing office issues and ensure faculty members are providing required paperwork to ensure their billing privileges are not being revoked.

• Mentor faculty managers on management best practices, corrective action, and grievance.

• Oversee the staff human resource team that is responsible for all aspects of hiring, onboarding, training, corrective active, and compensation. Provide leadership, mentorship, and expertise to staff HR team, particularly in complex disciplinary actions, mediations, investigations, and labor relations issues.

• Work with Division Head, Research Lab Directors, Clinical Research Program Directors, and other members of the Division Faculty Leadership on strategic planning initiatives within the Division regarding recruitment and staffing in research, lab fiscal, and program support. Assess the need for additional resources and identify the source of additional resources to fit with division initiatives and vision.

• Develop, implement, and evaluate strategies to recruit and retain top managers and staff, promote productivity and market-based compensation.

• Mentor and provide expertise to Staff HR Manager, who support managers and supervisors regarding the interpretation and application of labor agreements, employment programs, and policies & procedures consistent with the agreements and programs.Special Projects & Other (5%)

• Provide backup for approvals, etc. Workday approvals/permissions, IT approvals for outpost, building coordinator approvals for faculty, etc.

• Plan and complete special projects independently or as a member of a team.

• Additional duties as assigned.Supervisory Responsibilities:

• Full supervisory responsibilities as defined by UW for direct reports working in areas of academic and staff HR, web development and program coordinators of the various sub-specialties. MINIMUM REQUIREMENTS

• Bachelor’s Degree in Business, Healthcare or related field and 5 years’ experience with progressive responsibility in a related field at a diverse, complex, multi-faceted organization. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Demonstrated dedication to equity, diversity and inclusion.

• Expert knowledge of and experience in staff HR performance management, disciplinary processes and/or responsibilities.

• Operational and/or program management experience.

• Demonstrated excellent written/oral communication skills, user liaison skills, and personal interaction abilities.

• Experience juggling multiple work assignments that range in duration and time sensitivity, with frequent interruptions and emerging priorities. Must be well organized, detailed oriented and have excellent follow through.

• Demonstrated experience in working on diverse groups and teams: respects, values, and contributes to diversity, inclusion and equity. Ability to work with diverse populations with tact, diplomacy, discretion, and sensitivity.

• Previous supervisory experience. 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.#UWDeptMedicineJobs

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.