University of Washington   Seattle, WA   Full-time     Education
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Posted on June 22, 2020
Req #: 178879
Job Location: Seattle Campus
Posting Date: 04/22/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 

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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years. 

The Department of Medicine has an outstanding opportunity for a full-time Administrative Specialist - Clinical Faculty Programs.

This position is responsible under the direction of the Department Director of two significant processes in the Department of Medicine: 1) manage faculty personnel actions for UWMC Northwest campus faculty (regular and paid clinical faculty and teaching associate appointments, reappointments, promotions, and other annual faculty personnel actions including merit review and regular conferences with faculty); 2) assist on all Department of Medicine paid clinical faculty and teaching associate appointments.  This position is responsible for operations of the specific sections of the above programs to meet department strategic goals in the teaching, research and clinical mission, using discretion and independent judgement, decision-making and problem-solving skills and is accountable for all of the program/process results. Working with the Department Director and the AHR staff the position will ensure appropriate staff support that will result in a shared services pilot for the 13 divisions in the Department of Medicine for serving our integrated and new faculty physicians at the new UWMC campus located at the former Northwest Hospital (UWMC-Northwest campus).

The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center-Montlake (UWMC-Montlake), University of Washington Medical Center-Northwest (UWMC-Northwest), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area. The department encompasses units located at multiple sites including University of Washington, Harborview Medical Center, VA Puget Sound Health Care Services, Bloodworks Northwest, the Fred Hutchinson Cancer Research Center and other outside institutions.

In addition to understanding the complex administrative and academic functions of the largest department in the UW School of Medicine, the Administrative Specialist advises and assists the administrators in the 13 academic divisions on faculty appointments, promotions, recruitment and retention. This position establishes overall direction; plans, develops and implements departmental policies and systems as they relate to the programs listed above.  This position works closely with the associate directors, the chair and director of the department to achieve the goals of the department.

This position will be responsible for guidance and ensuring compliance with School and University policies, procedures and timelines in regards to academic human resources and is critical to the operation and coordination of the overall department, and to the teaching and research missions of the School and the University.  This position impacts the University of Washington’s standing as an academic center of excellence.


NWH appointments, reappointments, promotions:

  • Manage clinical and regular faculty and teaching associate personnel actions for UWMC-Northwest (appointments, reappointments, promotions, terminations, merit review, Workday transactions, regular faculty conferences, compensation, etc.)
  • Work with division Academic HR staff on faculty activities
  • Advise, provide information, and guide CAAP committee.
  • Manage the UWMC-Northwest clinical faculty appointment and promotion process. Receive and review recommendations and prepare them for distribution to the department's Clinical and Affiliate Appointments and Promotions Committee.
  • Coordinate with Divisions, Dean's Office, other Departments in the School of Medicine and the Office of Medical Staff Appointments to secure UWMC-Northwest clinical faculty, regular faculty, and teaching associate appointments and medical staff credentialing.  Partner with divisions and University of Washington Physicians (UWP) to set up billing, advise on appropriate UWP titles, set salaries and provide agreements concerning incentives, benefits, insurance and non-compete clauses.
  • Provide consultation to UWMC-Northwest, and the 13 division Administrators and HR staff, on clinical faculty policies and procedures regarding clinical faculty recruitment, appointments, reappointments and promotions training.
  • Adherence to Faculty Code and expertise regarding how the code affects UWMC-Northwest faculty appointments, promotions, reappointments, and merit review.
  • Ensure compliance with various University deadlines, and prepare correspondence to the dean, on behalf of the Chair, to justify all promotions, reappointments and appointments of UWMC-Northwest faculty.  Ensuring deadlines are met and information transmitted is accurate and complete is critical to the career path of departmental faculty, and could result in loss of a clinical faculty appointment, in the case of promotions, reappointments and other academic personnel actions, per the Faculty Code

    Assist AHR Specialist on all paid clinical faculty and teaching associate appointments, promotions, etc:

  • Serve as back-up reviewer for all paid clinical, volunteer clinical, affiliate faculty, and teaching associate appointments by reviewing offer letters, appointment packets, and promotion packets as needed
  • Cross train to provide back-up on paid clinical faculty appointments and promotions

    Manage website used for clinical and affiliate faculty appointment/promotion candidates and related criteria:

  • Act as an advisor, providing information and guidance to the Clinical and Affiliate Appointments and Promotions Committee (CAAP). Make recommendations on faculty code and UW policies with respect to faculty personnel actions and decisitions.  Strategize with chair of committee, regarding initiatives involving clinical and affiliate faculty actions and future direction for recruitment and retention, including how to make them feel more enfranchised and how to propose changes to faculty code through faculty senate work.
  • Develop and design website used for posting Clinical faculty appointment/promotion candidates, voting and related criteria.  Continually assess and poll committee needs and make changes to site based on feedback. The Department averages approximately 170 appointments for these faculty groups in a given year and approximately 40 promotions.

    Develop and provide ad hoc reports for management:

  • Help with monthly data clean up for workday
  • Department Manager/DART and workday faculty business processes

    Special projects and other duties as needed

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

  • Bachelors Degree in a related field and 2 years' experience executive management and program oversight.

    Additional Requirements:
  • Excellent written and verbal communications skills. 
  • Ability to exercise high degree of judgment in handling sensitive and confidential information. 
  • Proven organizational, interpersonal and problem solving skills.
  • Ability to prioritize concurrent projects under pressure of deadlines with consistent accuracy and attention to detail.

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


    Application Process:
    The application process for UW positions 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 Workforce 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 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 a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or