Skip to main content

University of Washington

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content

ACADEMIC HR MANAGER, FACULTY RECRUITMENT & ONBOARDING
 

ACADEMIC HR MANAGER, FACULTY RECRUITMENT & ONBOARDING
Req #: 244290
Department: SCHOOL OF MEDICINE
Job Location: Remote/Hybrid,  Seattle - South Lake Union
Job Location Detail: Mostly remote, may need to come into South Lake Union office, UWMC-Montlake or Harborview on occasion. 
Posting Date: 03/12/2025 
Closing Info: Open Until Filled 
Salary: $6,084- $7,084 per month 
Other Compensation:  
Shift: First Shift 
Benefits: 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.  

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. 

UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrow's physicians, scientists, and other health professionals. The Dean of Medicine’s Office of Academic Appointments and Compensation (AAC) is a comprehensive unit serving 31 School of Medicine (SoM) academic departments and Dean's Office units. The School's clinicians provide clinical services through two practice groups, UW Physicians (UWP) and Children's University Medical Group (CUMG), which are separate, non-profit corporations. The school has numerous affiliations with other entities such as Seattle Children’s Hospital, the Fred Hutchinson Cancer Center and the Seattle Veteran's Administration. Appointments, promotions, compensation, and other academic personnel actions for the School's faculty are managed within UW Medicine's School of Medicine Finance and Administration Unit.

The Office of Academic Appointments and Compensation serves as the primary academic human resources facility for School of Medicine (SoM) department chairs, departmental administrators, SoM executive staff, and staff including those at UWP/CUMG and closely affiliated institutions. Decisions related to faculty are influenced on a daily basis by independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures. SoM departments rely on AAC for the navigation of specialized knowledge in the full lifecycle of faculty affairs. If specialized knowledge of policies and procedures of the University, School, UWP/CUMG and closely affiliated institutions is not provided, including recruitment, appointment, promotion, salary issues and compliance regulations, there could be significant negative impacts on the School, University, UWP/CUMG, affiliated institutions and the clinical services provided at UW Medicine and other approved sites of practice.

The Office of Academic Appointments and Compensation has an outstanding opportunity for an Academic Human Resources (AHR) Manager, Faculty Recruitment & Onboarding. This position will require a range of responsibilities to provide seamless customer service to SoM academic departments. The AHR Manager, Faculty Recruitment & Onboarding will play a key role in the Office of Academic Appointments and Compensation, exercising discretion and independent judgment, by providing guidance to chairs, departmental administrators, and staff including those at closely affiliated institutions. This role requires independent judgment and strong project management skills to support the academic faculty recruitment process and faculty onboarding process for the School of Medicine. The AHR Manager, Faculty Recruitment & Onboarding will be the subject matter expert in faculty recruiting for clinical departments and biomedical research departments. This individual will be the point of contact for departmental support for faculty recruitments and onboarding.

This position reports directly to the Manager, Academic Appointments and Compensation with dual reporting to the Assistant Dean for Faculty Recruitment and Retention. This position will also have a collaborative partnership with the Office of Faculty Affairs (OFA) and the Office of Healthcare Equity (OHCE). 

This role plays a vital part in supporting the faculty recruitment best practices of the School of Medicine, ensuring consistency, transparency, and fairness throughout the recruitment process amongst the 31 departments. The AHR Manager, Faculty Recruitment & Onboarding is responsible for faculty recruitment processes in partnership with the Assistant Dean for Faculty Recruitment and Retention within School of Medicine, ensuring the highest standards of best practices are applied throughout the process. This role will serve as the main point of contact for executive-level faculty searches, collaborating with the Office of Faculty Affairs to drive the recruitment of qualified and diverse faculty members. The AHR Manager, Faculty Recruitment & Onboarding will provide key support to search committees, manage recruitment data and processes, and maintain recruitment-related systems such as Interfolio Faculty Search.

DUTIES AND RESPONSIBILITIES

Recruitment Strategy, Process & Education – 45%

  • Provide oversight of the faculty recruitment process lifecycle, ensuring a streamlined, consistent, and equitable approach is shared amongst the 31 School of Medicine departments.
  • Collaborate with the Manager, Academic Appointments and Compensation, the Assistant Dean for Faculty Recruitment and Retention as well as the Office of Faculty Affairs and Office of Healthcare Equity to align strategies with the school’s overall faculty recruitment goals and guide educational efforts by focusing on best practices for academic search committees and promoting diversity in recruitment.
  • Educate and disseminate SoM academic search committee faculty recruiting best practices to Academic HR staff, search committee support staff, department chairs and administrators and other key individuals.
  • Organize and co-lead workshops or training sessions on faculty recruitment best practices, including adaptations of the programming offered by the UW Office of Faculty Advancement.
  • Create best practice guidelines, comprehensive materials, rubrics to support search committees, templates and resources for the faculty recruitment lifecycle that will be used to standardize faculty recruitment efforts within the School of Medicine.
  • Partner with the Assistant Dean for Faculty Recruitment and Retention to develop standardized processes that ensure fairness, consistency, and excellence across all faculty searches.
  • Continuously evaluate and improve faculty recruitment processes, identifying areas for enhancement to streamline operations and improve candidate experience.
  • Research emerging recruitment trends, tools, and technologies to enhance the University’s ability to attract top-tier faculty talent.
  • Develop and implement strategies to ensure a positive experience for all candidates throughout the faculty recruitment process, from application submission to onboarding.
  • Act as float staff support to departments for faculty recruitments. This could include overseeing the full faculty recruitment lifecycle, staffing leadership search committees and ensuring adherence to recruitment best practices. Including serving as the main point of contact for candidates during the recruitment process, providing timely communication and updates.
  • Ensure all faculty recruitment processes comply with university policies, state and federal regulations, and equal employment opportunity (EEO) standards.
  • Serve as the primary resource for ensuring search committees adhere to legal and institutional guidelines throughout the faculty recruitment process.
  • Provide independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures.
  • Support efforts to recruit and advance a diverse and inclusive faculty, ensuring diversity, equity, and inclusion principles are integrated into all recruitment activities.
  • Assist with the development of search committee evaluation tools and rubrics to ensure consistency in candidate assessment.

    Data Analysis, Reporting and Systems – 15%

  • Conduct data analysis to track recruitment trends, outcomes, and diversity metrics.
  • Produce regular reports to evaluate the success of recruitment efforts, using data to inform process improvements and decision-making.
  • Maintain recruitment-related systems, including overseeing Interfolio Faculty Search Ad reviews. Provide departments with best practice guidance to ensure ads are compliant with UW policies and Washington State Laws.
  • Oversee the preparation and publication of job postings, ensuring that all advertisements reflect the goals and values of the University and engage a diverse candidate pool.
  • Create resources and continuously support the updates of recruitment-related content on the School of Medicine website.

    Onboarding and Offboarding Support – 20%

  • Provide guidance to departments on best practices for onboarding new faculty and offboarding departing faculty. Including clinical faculty and biomedical research faculty utilizing laboratory space.
  • Develop and create best practice guidelines, comprehensive materials, checklists, templates and resources for the faculty onboarding and offboarding lifecycles that will be used to standardize onboarding and offboarding efforts within the School of Medicine.
  • Oversee the management of faculty offer letter templates and ensure their alignment with institutional policies.
  • Collaborate with departments, the Office of Medical Staff Appointments (OMSA) and AAC to ensure a smooth transition from recruitment to the onboarding process for newly hired faculty members.
  • Assist with the implementation and improvement of a centralized SoM exit interview process.

    Project Management and Process Improvement – 15%

  • Lead and support project management efforts related to faculty recruitment, onboarding, offboarding and process optimization, ensuring timely execution and successful outcomes.
  • Strong project management skills will be utilized to maintain a high level of work and will allow this individual to work independently to successfully complete tasks as assigned.
  • Identify, prioritize, and implement process improvement initiatives in partnership with the Associate Dean for Academic and Medical Staff Affairs, the Manager, Academic Appointments and Compensation and the Assistant Dean for Faculty Recruitment and Retention.
  • Develop and execute project timelines, track progress, and manage deliverables to ensure alignment with organizational goals.
  • Demonstrate strong interpersonal skills and collaborate effectively with a wide range of key individuals to enhance efficiency, effectiveness, and consistency in academic human resource processes.

    Other Related Duties – 5%

  • Provide high-level administrative support on special projects or initiatives as assigned.
  • Draft and prepare communications, ensuring clarity, accuracy, and professionalism. Must have strong communication skills.
  • Exhibit exceptional written and verbal communication skills, maintaining composure under pressure and ensuring effective communication across all levels of the organization.
  • Maintain a professional demeanor and interact effectively with individuals from diverse backgrounds across all levels of the organization and community.
  • Provide excellent customer service and maintain a positive, solution-oriented attitude in all interactions.
  • Handle sensitive information with discretion, maintaining confidentiality with a high degree of tact, diplomacy, and professionalism.
  • Demonstrate meticulous attention to detail, identifying and correcting errors, discrepancies, and emerging trends.
  • Utilize various computer programs and databases, including Microsoft Outlook, Word, Excel, PowerPoint, Interfolio, Workday and Asana with proficiency.
  • Work closely with AAC team members and departmental staff daily, ensuring seamless collaboration and effective communication through Microsoft Teams, Outlook, Zoom and other forms of communication
  • Perform with a high degree of organizational skills while working with a high volume of work and critical, time sensitive deadlines.
  • Perform other duties or projects as required or assigned.

    MINIMUM REQUIREMENTS
  • Bachelor's Degree in Business Administration, Human Resources, Communications and/or related field, and at least two years of experience that shows increasing responsibility in administrative roles and experience, or experience working in a University or academic healthcare organization or medical administrative setting that shows increasing responsibility in administrative roles and experience.

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

    DESIRED QUALIFICATIONS
  • Ability to interpret and apply complex state or public agency policies and procedures.
  • Possesses a fluent understanding of and experience in and commitment to inclusive language, accessibility and diversity, equity, and inclusion considerations. Values the UW’s commitment to inclusiveness and UW School of Medicine’s commitment to equity, diversity, and inclusion.
  • Project-management experience.
  • Working knowledge of Academic healthcare institutions, School of Medicine departments and UW specific systems.
  • Experience with recruitment processes, preferably in an academic or healthcare environment.
  • Understanding of School of Medicine academic appointment processes.
  • Management of academic human resources processes, including faculty compensation and human resources management.
  • Experience in a university setting.
  • Strong knowledge of best practices in recruitment for academic personnel or staff diversity hiring, and search committee operations.
  • Experience using recruitment platforms such as Interfolio is preferred.

    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.

    • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

    To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

    Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.