"Alerted.org

Req #: 247483

Department: SCHOOL OF PHARMACY

Appointing Department Web Address: https://sop.washington.edu/

Job Location Detail: 3 days onsite, 2 days work from home

Posting Date: 07/03/2025

Closing Info:

Open Until Filled

Salary: $6,300 - $6,800 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-contract-covered-exempt-20250130-a11y.pdf)

Although open until filled, priority application date is July 13, 2025.

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.

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The School of Pharmacy has an outstanding opportunity for an Academic HR Specialist to join their team.

The University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines.

Reporting to the Director of Human Resources for the School of Pharmacy, the Academic HR Specialist works directly with faculty and serves as the lead for faculty HR support. The AHR Specialist collaborates with management on areas regarding recruitment, promotion and tenure, sabbatical, performance management, HR policies, employee relations, progressive discipline, training, strategic planning, and organizational development.

DUTIES AND RESPONSIBILITIES** **Academic Human Resources (40%):

+ Under general direction of the HR Director, serve as the academic HR subject matter expert. Serve as a resource with a solid understanding of each faculty appointment type (tenured, research, acting, clinical, teaching, courtesy, etc.).

+ Maintain in-depth knowledge of school, university, state, and federal policies; implement UW HR policies and procedures for compliance.

+ Provide informal and formal first-tier advice and guidance to faculty regarding UW HR policies and workplace concerns; escalate sensitive employee relation matters to the HR Director.

+ Develop packets of faculty materials and communications for reappointments, tenure, and promotions; make review materials available to voting faculty.

+ Monitor and maintain electronic files of faculty appointments, licensure, outside compensation, annual reviews, and other documents.

+ Run Workday reports to ensure all reappointments are processed and communicated; ensure timely extension of appointments.

+ Coordinate sabbatical procedures and gather information sabbatical packets from the departments. Submit packets to the Dean for review and ensure the final packets are submitted to APF on time.

+ Assist faculty with reduced responsibility paperwork and understanding of A/B salaries to provide guidance.

+ Coordinate annual emeritus re-employment process for retired faculty with ongoing paid work.

+ Contribute to an outstanding customer-service environment through strong collaboration with key stakeholders; apply tact and diplomacy.

+ Work closely with the HR Director and key members to brainstorm, improve, and create effective systems and tools for HR/P and administrative processes.

+ Participate in campus-wide HR meetings. **Academic Appointment Recruitment (30%):**

+ Serve as the administrative lead for managing recruitments and faculty appointments.

+ Ensure faculty recruitments comply with university, state, and federal hiring practices; advise and guide search committees and administrative staff.

+ Attend search committee meetings to ensure HR compliance and to be a resource for questions. Manage recruitments in Interfolio and post job ads.

+ Ensure adherence to faculty code, academic HR policies, and procedures governing the university and School of Pharmacy; compose offer letters with department chairs related to recruitments.

+ Manage all CAF hires, rank changes, and terminations for the School. This includes supporting the CAF committee for votes and maintaining a schedule for new appointments.

+ Orient new faculty recruits regarding terms of employment outlined in initial hiring letters; ensure completion of training requirements; customize training plans based on positions and appointments.

+ Manage hiring and appointments for postdoctoral scholars and residents (with UW Medicine). Oversee reappointments and non-renewals are completed in a timely manner according to the union contract

+ Oversee visiting faculty appointments; ensure proper materials and new appointment paperwork are in place. **Promotion, Tenure, Sabbatical (20%):**

+ Manage the faculty promotion and tenure award process; proactively manage appointment timelines to identify individuals eligible for promotion. Review promotion packets and submit to APF in compliance with required deadlines.

+ Advise faculty on promotion, tenure, and sabbatical processes.

+ Collaborate with the Promotion and Tenure Committee; provide expert guidance on school and university rules and guidelines for promotions and tenure awards.

+ Review and advise faculty on policies and procedures relating to promotions; develop and maintain materials to inform faculty about critical milestones for promotion. **Other Duties (10%):**

+ Support the HR Director and other HR Specialist in the recruitment process for professional and classified staff and student positions.

+ Conduct phone screen interviews and participate in interview processes as needed.

+ Assist the HR Director on escalated HR issues such as corrective action procedures, terminations, and layoffs.

+ Serve as backup to HR Director and other HR Specialist, ensuring ample cross training.

+ Manage special projects and other duties as assigned. **MINIMUM REQUIREMENTS**

+ Bachelor's degree in Human Resources, Business Administration, or a related field.

+ Minimum of three years of progressively responsible human resources experience, preferably within a large, complex, and diverse organization. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration** **ADDITIONAL REQUIREMENTS**

+ Comprehensive knowledge of HR principles, policies, and procedures, including personnel and salary administration, employment compliance, and recruitment.

+ Exceptional verbal and written communication skills with the ability to interact effectively across all organizational levels.

+ Demonstrated ability to manage confidential information with professionalism, discretion, and sound judgment.

+ Proven time management and organizational skills with the ability to prioritize tasks, meet deadlines, and manage multiple projects in a dynamic environment.

+ Demonstrated initiative, follow-through, and ability to maintain a positive and service-oriented attitude.

+ Strong interpersonal skills and ability to collaborate effectively with individuals from diverse backgrounds.

+ Ability to work independently and collaboratively, exercise good judgment, and adapt to rapidly changing priorities.

+ Experience in managing high volumes of work while maintaining accuracy and attention to detail.

+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access) and ability to quickly learn institutional systems and HR platforms.

+ Ability to analyze needs, assess solutions, and implement effective HR practices to support departmental and institutional goals. **DESIRED QUALIFICATIONS**

+ Master's degree in Human Resources, Public Administration, Higher Education, or a related field.

+ Prior experience managing faculty appointments or academic personnel processes in a higher education setting.

+ Knowledge of and hands-on experience with Workday HR and payroll systems.Experience supporting visa processing and working with international employees or scholars.

+ Familiarity with academic HR processes such as promotion and tenure, merit increases, and position reclassifications.

+ Experience developing and documenting HR procedures to ensure consistency, compliance, and efficiency.

+ Background in training others on HR systems, processes, or tools with a focus on clarity and accessibility.

+ Demonstrated success in supporting organizational change and improving administrative processes in complex environments.

+ Working knowledge of university governance structures, academic departments, and administrative frameworks.

+ Ability to navigate ambiguity and contribute proactively to institutional decision-making related to staffing and human resources planning. **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.

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.