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The UW Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating physician leaders of the future, advancing research, advocating for children and providing the nation's best pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff. As the second largest Department in the UW School of Medicine, Pediatrics has twenty-one clinical divisions with approximately 1,400 appointments, including approximately 480 paid faculty members, 150 paid staff employees, 100 residents, 65 fellows, 150 staff employees and 620 volunteer/affiliate faculty and continues to grow each year. The Department has a close affiliation with Seattle Children's Hospital (SCH) and Seattle Children's Research Institute (SCRI). Faculty members and staff employees in the Department are located at both institutions. In addition, the Department deploys faculty to the Fred Hutchinson Cancer Research Center (FHCRC) and other non-UW Medicine affiliated institutions in the region.
The Department of Pediatrics Central Administration Team has an outstanding opportunity for a FACULTY AFFAIRS SPECIALIST (Payroll Title, Administrative Specialist). The Faculty Affairs Specialist will work in a team environment and will be assigned to work with approximately half of the Department of Pediatrics Divisions and associated faculty workforce.
As a Faculty Affairs Specialist, you will be developed into an expert on the subject of layered and multi-variable appointments and credentialing processes. Knowledge will be demonstrated by responding to complex questions, summarizing the pertinent issues and providing understandable and actionable answers to peers, administration, faculty, and external partners. The candidate will learn to communicate difficult and sometimes confusing policy information or principles to faculty or staff with expertise, grace and sympathy, without compromising or neglecting important rules and regulations.
Position responsibilities include but are not limited to:
Faculty Appointments & Reappointments: Manage from the initial offer to the final hire of multiple ongoing faculty appointments and reappointments within assigned Divisions in the Department of Pediatrics. Intensive communication with division management/staff and faculty, including interpreting policies, in order to assure accurate and timely completion of required materials for appointment package; troubleshooting and resolving difficulties that arise in any aspect of the appointment. Review and advise Department staff and faculty on new policies and procedures relating to clinical and affiliate courtesy faculty. Interact directly with the Department Chair on issues related to appointments and re-certifications.
Medical Staff Credentialing & Practice Plan Payer Enrollment Coordination: Manage/coordinate medical staff credentialing and practice plan payer enrollment to ensure that faculty members appointed within the Department are able to provide clinical services in conjunction with their approved faculty appointment. This position acts as the Department expert and is responsible for the management and oversight of the medical staff credentialing process for clinical faculty. This area of responsibility requires a high level of knowledge and understanding of the credentialing process to effectively manage and oversee this highly regulated and essential component of faculty appointments. In management of the practice plan enrollment process, this position maintains a high level of knowledge and understanding of both the UW Physicians (UWP) and Children's University Medical Group (CUMG) practice plans.
Faculty Review Process: Partner with Department Chair's Office, Division Chiefs and Administrators to manage the annual Faculty Review processes to ensure compliance with Faculty Code requirements and University deadlines; assist with faculty voting process. Assist divisions in management of clinical peer/teaching evaluation data, update and maintain curriculum vitae and biographical sketches for the faculty to include with review materials. Develop tracking system to ensure annual reviews performed for the faculty each year according to rotating schedules and provide guidance to Division Chiefs, Administrators and support staff in preparing, scheduling and writing up annual reviews. Compose justification letters for Division Head's signature for all personnel actions.
Promotion Process: Advise Division Chiefs, Administrators, Department Promotions Committee and faculty on promotion process and timelines including recommending methods of data collection/submission ensuring compliance with Faculty Code requirements, University and School of Medicine timelines. Develop tracking systems for the faculty appointment, reappointment and promotion processes. Provide oversight, management, and facilitation of the Department Promotions website and related tools. Review proposals and documentation for quality control and prepare them for distribution; ensure compliance with University deadlines; develop and oversee faculty voting process. Advise faculty on the critical milestones that must be achieved to obtain an initial academic faculty appointment and subsequent promotion by providing an overview of the departmental and division criteria and creating resource materials, such as discussion and content guides. Serve as an administrative manager for the Department's promotions committee, ensuring the promotion guidelines are up-to-date, compliant, and address the expectations related to promotion within the Department of Pediatrics.
Faculty Leaves : Advise Division Chiefs, Administrators and faculty on leave policies and procedures. Partner with Pediatrics Compensation Specialist to ensure that proper paperwork from faculty and healthcare providers is coordinated with program offices.
VISAS: Partner with Pediatrics VISA specialists and/or School of Medicine shared services visa team to ensure VISA applications for visiting scholars, foreign nationals, and appointed faculty are processed timely and accurately. Maintain up-to-date records and knowledge regarding multiple types of VISAs and requirements.
Program Management: This position has the authority to respond to inquiries and make decisions based on the knowledge of the Department Chair's views and the Department Mission and must use discretion and judgment in determining and prioritizing issues requiring Department Chair's attention or delegation to other faculty or staff. Must build, manage, and enhance complex working relationships with internal and external entities and have strong interpersonal communication skills in order to document policies, provide advice and work with faculty and administrative team members in each setting. Provide direction and recommendations to internal divisions, and external partners at SCH, SCRI, and all clinical practice locations for areas of position responsibility. Act as liaison with delegated authority and independent decision making to prospective candidates in partnership with UW Academic Human Resources (AHR), AAC, UW Office of Medical Staff Appointments (OMSA), CUMG and between faculty, division personnel and Chair's Office. Delegate and lead the work of staff who provide support to the central administrative team.
Strategic Planning/Process Improvement: This position will constantly evaluate and monitor the needs of the Academic HR program and will initiate/refine new and existing systems as the program evolves. Actively guide process improvement efforts to improve the efficiency and effectiveness of the Department and client Divisions. Participate in process improvement initiatives in the Department, School, UW and SCH (where applicable).
A successful candidate must be capable of viewing faculty appointment and human resource issues from a high level with broad understanding to ensure all entities involved in payroll, facilities and administration are properly considered. Candidate must be able to work with high level professionals (faculty) and management levels within the Department's Central Administration team, School of Medicine Dean's office, SCH and within the practice plan (CUMG). This position is responsible for developing and maintaining relationships and a high level of understanding of internal (SoM and UW) and external (SCH/SCRI) infrastructure. The Department needs a sophisticated and experienced individual to work with faculty across the entities involved in their work functions and someone who can coordinate activities and required documentation between UW, CUMG and SCH.
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .
This position is required to demonstrate knowledge and understanding of, and maintain confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization's operations or privacy of patients. This position will access and use the minimum necessary information to perform job responsibilities and duties and only for authorized purposes.