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Req #: 246658

Department: FAMILY MEDICINE

Posting Date: 06/05/2025

Closing Info:

Closes On 06/19/2025

Salary: $4,978 - $7,466 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 Family Medicine has an outstanding opportunity for a Faculty Affairs Specialist to join their team.** **POSITION PURPOSE

This position provides direct support to faculty leadership focused on appointments, promotions and other key academic affairs and HR responsibilities in the Department of Family Medicine. The department is large and complex with approximately 280 paid faculty, 30 residents, 6 fellows, 100 staff, and 1400 volunteer faculty. It is one of the largest departments in the UW system. Accordingly, this is a key position that represents the department with a high degree of professionalism to multiple contacts locally and regionally. The faculty affairs specialist must be able to function in a self-directed manner; handle several complicated tasks simultaneously; be able to maintain a high degree of confidentiality in the daily conduct of their job duties; and function effectively within a high stress work environment.

The Department of Family Medicine is ranked as a leader nationally in clinical care, research, and education and is one of the largest departments in the UW system. The department is made up of eight sections: Residency, Sports Medicine, Palliative Care, Osher Center for Integrative Medicine, Research, Medical Student Education, MEDEX Northwest, and the WWAMI Family Medicine Residency Network. Additionally, the UW Medicine Primary Care Network has close affiliations with the department clinical enterprise. Our programs strive to achieve integration with research and training, accelerating the transfer and dissemination of new knowledge.

This position requires a high level of understanding of the various organizational structures, both internal and external to the Department of Family Medicine. The Faculty Affairs Specialist must maintain a thorough understanding of academic and clinical faculty tracks, including thresholds and requirements for promotion in each track. The Faculty Affairs Specialist will regularly be required to interpret policies and procedures to make judgments and use their knowledge and skills to successfully communicate various functions and tasks. This position works across five states with the regional Deans and Residency Program Directors to maintain the academic appointments for the faculty of the WWAMI network.

The Faculty Affairs Specialist is instrumental in supporting faculty leadership and faculty professional growth.

Furthermore, this position is responsible for maintaining the clinical faculty of nearly all University of Washington Primary Care clinics. The impact cannot be overstated as this position maintains the frontline physicians, physician assistants, and ARNPs that maintain the health and well-being of our community.

The Department of Family Medicine is a complex organization that includes three mission-critical areas of:

Clinical Care

Our physicians and trainees practice at various academic sites, with three main teaching hospitals, and multiple approved sites of practice across the WWAMI region. Our clinical programs comprise approximately 60% of the department’s funding.

Research

The UW School of Medicine is ranked second among public medical schools in the nation in receipt of NIH grants. We have extensive collaborations, funded by large multi-institution grants, with the leadership vested in Family Medicine faculty. Junior faculty have been very successful at acquiring career development grants. Research includes basic science research, population health, global health, human subjects’ research, and clinical trials awards.

Education

The Department of Family Medicine is a leader in the School of Medicine for trainee development and supports 30 residents and 6 fellows each year. In addition to the traditional residency program, the Department houses the WWAMI Residency Network which unites more than 30 core family medicine residency programs and 10 rural training tracks/programs supporting residents across a five-state region. The department also houses the Medical Student Education section, which prepares and educates medical students for a future in Family Medicine.

**DUTIES AND RESPONSIBILITIES** Academic Human Resources Operations - (75%)

Fully manage four core, full-cycle, annual faculty processes, upholding faculty code and managing the process for each:

• Annual conferences, interpret faculty code and ensure procedural and policy enforcement through developed workflows and consultation.

o Provides management and holds the department accountable for processes, systems and files related to faculty promotion, (re-) appointment, and tenure.

o Manages faculty recruitment including department appointment and promotion committees for the review of faculty including Tenure, WOT, clinical faculty, teaching professorial, etc. including process leadership, systems management, and consistent documentation standards.

o Lead the Outside Professional Work for Compensation (Form 1460) process for departmental faculty and professional staff.

o Manages support to endowment committees, ensuring the endowment selection process follows University procedure.

o Proactively stays up to date on the latest policies, procedures and central UW HR system changes as communicated by ISC, and other peer networks. Adopts and utilizes the latest effective tools and knowledge to ensure departmental compliance.

o Maintain and monitor departmental HR shared email inboxes. Triage email to the appropriate team member in a timely fashion.

• Faculty merit, upholding faculty code and university processes by fully managing the merit process that dovetails with annual conferences.

• Regular faculty promotions and tenure process, guiding faculty along the process to promulgate professional development.

o Advise faculty and provide independent assistance based on thorough understanding of academic policies and standards for required promotion package elements, materials, and workflows. This includes updating internal guidance for faculty, processing materials, and faculty consultations.

• Annual Clinical Faculty appointments, including annual reappointments, off-cycle reappointment, and the promotion process. The complex, multi-tiered process is guided by the Faculty Affairs Specialist and must work with the School of Medicine as well as outside agencies extending through the five-state WWAMI region.

o Coordinates end-to-end logistics for the annual faculty reappointment cycle. Organize, manage and present annual clinical faculty reappointments and promotions to the reviewing committees and department Chair. Finalize results, complete faculty ballots, and notify School of Medicine Academic Appointment and Compensation team of outcomes via SOM internal database management. Will make judgements based on materials received and provide feedback to faculty, the School of Medicine, department leadership, the Primary Care Practicum (PCP) Network, and the WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) regional Deans.

o Analysis measured against departmental Appointments and Promotion (A&P) criteria and benchmarks, presents analysis to regional Deans and Chair to coordinate promotions and reappointment of faculty.

o Stakeholder engagement and relationship maintenance across 5 states and 32 major residency programs in addition to department leadership.

o Liaise with the Systems Administrator regarding the annual reappointment process including the Interfolio promotions process, correspondence, letters of recommendation, and promotion packets.

o Oversee all aspects of faculty ballots for the department including promotions, tenure, merit, etc. requiring understanding and compliance of faculty code, as well as University processes in a decentralized power structure.

Faculty Affairs Administrative Support - (20%)

• Serves as primary administrative partner to the Vice Chair of Faculty Affairs and Education.

• Provides administrative support to the department's Appointment and Promotions (A&P) Committee Chair and Committee members during the annual review of all department faculty in all tracks totaling approximately 350 faculty, including Teaching Associates, Assistant Professors and Clinical track faculty. This includes updating and maintaining the department’s A&P files and scheduling committee meetings.

• Works closely with Chair of the department’s A&P Committee to disseminate information to promotion candidates.

• Schedules meetings related to annual reappointment and promotion for paid clinical faculty and volunteer faculty.

• Coordinate the CMS Survey and follow up ensuring compliance.

• Management as the department’s record manager.

o Oversees compliance within university and departmental policies. Leads all processes regarding records retention and disposition.

o Creates and revises departmental policies.

o Liaises with Records Management Services’ (RMS) personnel regarding departmental policies, general records retention schedules, and makes high-level decisions regarding the department’s records; authorizes access and approves disposition of records.

• Oversees departmental security program; assign keys and access codes, maintain records and troubleshoot potential issues.

Supervision – (5%)

• Supervise and oversee tasks of administrative office front desk student assistants.

MINIMUM REQUIREMENTS

Bachelor’s degree in relevant field, at least two years of high-level administrative experience, or equivalent combination of education 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**

• Excellent lucid and succinct written and verbal communication skills.

• At least four years of progressively responsible experience in administrative office environments, or work experience that demonstrates the abilities described below.

• Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.

• Strong organizational skills, ability to organize and complete tasks and projects independently, effectively and efficiently.

• Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems.

• Solid working knowledge of Microsoft Office™ desktop applications, Interfolio and other virtual platforms.

• Proven customer service orientation with demonstrated interpersonal communication skills. Ability to work with diverse people with tact, diplomacy, discretion and sensitivity. Communicate effectively on matters involving the Department, employing tact and diplomacy. Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality

• Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.

• Ability to work both independently and collaboratively.

• Working knowledge of relevant UW, School of Medicine and Department of Family Medicine policies, processes and procedures.

• The Department of Family Medicine requires adherence to the School of Medicine policy on professional conduct.

CONDITIONS OF EMPLOYMENT

In office work, standing and sitting for long periods of time at a desk. Frequent interactions communication with individuals. Hybrid working hours require at least 2 days in the office.

**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.

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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.