Academic HR Specialist - Academic Appointments and Compensation

Academic Affairs

• Perform faculty and academic personnel lifecycle processes for assigned departments—from recruitment and appointment through promotion, reappointment, separation, and emeritus status.
  • Prepare and assemble materials for appointments, promotions, annual reviews, evaluations, ensuring all supporting documentation is accurate, complete, and compliant with School of Medicine and University policies.
    • Process faculty appointments, according to established timelines and requirements.
      • Initiate and process WWAMI faculty appointments.
        • Provide independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures.
      • Interpret, analyze, and disseminate rules, policies and procedures.
        • Provide guidance to department staff and Integrated Resources team on university and school policies related to faculty and academic personnel appointments, compensation, promotions, practice plan actions, and other personnel matters.
      • Maintain up-to-date knowledge of policy changes, procedural updates, and compliance requirements, providing clear, accurate guidance on interpretation, processes, and best practices.
        • Interpret and apply School of Medicine policies and regulations related to faculty titles, compensation, compliance, licensing, and academic reviews with discretion and adaptability in a dynamic environment.
      • Conduct reviews of appointment packets, promotion files, and other faculty documentation to help verify completeness, accuracy, and adherence to institutional and regulatory standards.
        • Proactively monitor upcoming lifecycle milestones (such as appointment end dates) by running Workday reports, and coordinate with relevant key partners to ensure timely follow-up and prevent delays.
      • Carefully coordinate and manage annual academic and HR processes, ensuring timely completion, documentation accuracy, and alignment with School of Medicine deadlines and requirements.

Compensation

• Faculty compensation actions including merit increases, salary changes, supplemental pay, retention packages, X/Y shifts, unit adjustments, TPS, NTE TPS, ADS, MAC, and SAAC.
  • Work with the Academic HR Partner and Integrated Resource teams to ensure actions comply with applicable policies and are implemented accurately.
    • Maintain confidentiality and accurate records for all compensation actions.
      • Help monitor workflows, identify potential issues, and coordinate with Integrated Resource teams to support timely resolution and prevent payroll errors.
    • Support the annual merit process by preparing materials, verifying eligibility and accuracy, entering data into Workday, and helping complete Change Transaction Memoranda (CTMs) as needed.
  • Maintain costing allocations for faculty and academic personnel by preparing and reviewing distribution details across grants, departmental budgets, clinical funding, and other sources.

Collaboration with Integrated Resources & Institutional Partners

• Collaborate with Integrated Resource partners to ensure the accuracy and timeliness of transaction processing, troubleshoot errors, and escalate issues when needed.
  • Review process guidance and timelines to align expectations with workflows.
• Provide feedback and ideas to improve centralized processes and contribute to system and workflow enhancements across the School of Medicine.

Project Management and Support

• Implementing, tracking, and completing projects assigned by the AHR Partner.
  • Participate in projects directly related to integrated resources.
• Analyze and interpret data using Excel.
  • Create and maintain process documentation—including SOPs, process flows, checklists, trackers, and resource materials—to ensure clarity, standardization, and operational alignment across the Integrated Resources Team.
• Identify process inefficiencies, recommend improvements, and partner with Integrated Resources team to implement effective solutions.

Other Related Duties

• Perform other duties or projects as required or assigned.
  • Provide high-level administrative support across a range of initiatives, special projects, and day-to-day operations.
• Draft, review, and edit communications and documents with a high degree of clarity, accuracy, and professionalism.
  • Communicate and collaborate effectively using Microsoft Teams, Outlook, Zoom, and other tools.
• Operate in a collaborative academic healthcare setting and require adaptability, initiative, and a commitment to service excellence.

Minimum Requirements

• Bachelor's Degree in Business Administration, Human Resources, Communications or related field, and at least two years of experience that shows increasing responsibility in administrative roles and experience, or experience working in a University or academic healthcare organization or medical administrative setting that shows increasing responsibility in administrative roles and experience.

Desired Requirements

• Ability to interpret and apply complex state or public agency policies and procedures.
  • Possesses a fluent understanding of and commitment to fostering an inclusive, respectful and welcoming community for all.
• Project-management experience.
  • Working knowledge of Academic healthcare institutions, School of Medicine departments and UW specific systems.
• Knowledge of School of Medicine, University of Washington academic human resource and compensation rules, regulations, policies and procedures along with UW administrative systems.
  • Ability to work as part of a team, as demonstrated by prior work experience.
• Experience working with issues of a confidential nature, using discretion and tact.
  • Proven ability to negotiate highly sensitive, political situations for positive outcomes and favorable results.