Academic HR Specialist - SoM Academic… at University of… · Seattle

Job Description

Please note: All applications must be submitted no later than 11:59pm PT on October 13th.

The School of Medicine Dean’s Office Academic Appointments and Compensation, Integrated Resources, Academic HR team has an outstanding opportunity for an Academic HR Specialist to join their team.

About this Opportunity

Reporting to the Academic HR Partner, the Academic HR Specialist provides operational and transactional HR support for Graduate Medical Education (GME) and non-GME residents and fellows while partnering across the School of Medicine (SoM) to ensure accurate, timely, and compliant academic HR, compensation, payroll, and appointment processes. This role is ideal for a detail-oriented HR professional who enjoys working in a complex academic healthcare environment and helping support the faculty, trainees, and programs that advance UW Medicine’s mission.

Key Responsibilities

GME and Non-GME Resident and Fellow HR Operations (40%)

• Coordinate hiring, onboarding, appointment updates, extensions, transfers, and separations for assigned resident and fellow populations.
• Process and track Workday transactions and related HR documentation to ensure accuracy and timely completion.
• Monitor appointment end dates, training requirements, and employment actions, partnering with program administrators and departments on required follow-up.
• Support payroll-related activities and assist in resolving employment and pay issues.

High-Volume Compensation and Academic HR Action Processing (30%)

• Prepare, review, submit, and track faculty and academic personnel compensation actions.
• Support recurring compensation and Academic HR processes, ensuring transactions are complete and compliant.
• Partner with departments and stakeholders to resolve discrepancies, gather documentation, and facilitate timely approvals.

Overpayment and Underpayment Coordination and Resolution (10%)

• Coordinate overpayment and underpayment actions for residents, fellow, faculty, and academic personnel supported through the Integrated Resources, Academic HR service model.
• Research complex payroll, compensation, and appointment information to identify issues and calculate needed adjustments.
• Prepare and maintain documentation and accurate records according to submission and retention practices and policies.

Process Improvement, Reporting Support, and Workflow Standardization (10%)

• Develop and maintain process documentation, templates, checklists, and workflow resources.
• Identify opportunities to improve efficiency, consistency, and customer service across HR operations.
• Support reporting activities and share process updates and best practices with stakeholders.

Correspondence, Documentation, and Team Support (10%)

• Draft, review, and coordinate professional communications related to HR transactions, onboarding, payroll, and operational updates.
• Provide flexible support to the broader Integrated Resources AHR team during high-volume periods, special projects, or recurring workflows.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's degree in Business Administration, Human Resources, Communications, or a related field.
• At least two years of experience demonstrating increasing responsibility in administrative roles; or experience working in a university, academic healthcare organization, or medical administrative setting demonstrating increasing responsibility in administrative roles.

Preferred Qualifications

• Ability to interpret and apply complex state, public agency, University, School of Medicine, academic human resources, compensation, and administrative policies and procedures.
• Working knowledge of academic healthcare institutions, School of Medicine departments, UW-specific systems, UW administrative systems, and related academic HR and compensation rules, regulations, policies, and procedures.
• Demonstrated ability to manage high-volume, deadline-driven work with accuracy, follow-through, sound judgment, and attention to detail.
• Experience preparing, reviewing, tracking, and completing HR, payroll, compensation, academic personnel, or resident/fellow transactions.
• Experience supporting onboarding, offboarding, appointment updates, compensation updates, payroll issue resolution, or related HR operational processes.
• Project management experience, including the ability to coordinate work across multiple partners, monitor open items, maintain trackers, and support timely completion of deliverables.
• Strong written and verbal communication skills, including the ability to draft clear, accurate, and professional correspondence for employees, departments, program contacts, and internal partners.
• Ability to work collaboratively as part of a team, as demonstrated by prior work experience, and to build effective working relationships with the Integrated Resources AHR team, payroll, finance, departments, GME partners, affiliated institutions, and other stakeholders.
• Possesses a fluent understanding of and commitment to fostering an inclusive, respectful, and welcoming community for all.
• Experience working with confidential or sensitive information using discretion, tact, professionalism, and sound judgment.
• Proven ability to navigate sensitive, complex, or politically nuanced situations in a professional manner and support positive outcomes.
• Experience using Microsoft Excel, Word, Outlook, mail merge, PDF tools, Workday reports, shared trackers, and related administrative systems or tools.
• Ability to develop and maintain SOPs, checklists, trackers, templates, timelines, and process documentation.

About the Team

The School of Medicine Dean’s Office Academic Appointments and Compensation (AAC) team is the central, expert-driven academic HR resource serving 31 School of Medicine (SoM) departments and multiple affiliated institutions, including UW Physicians, Children's University Medical Group, Seattle Children's Hospital, Fred Hutchinson Cancer Center, and the VA. AAC navigates and applies intricate, multi-layered policies drawn from federal and state laws, University and School rules, and partner institution regulations.

Compensation, Benefits and Position Details

Pay Range Minimum: $59,736.00 annual Pay Range Maximum: $89,592.00 annual Other Compensation:

Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

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.