Academic Human Resources Liaison

About the role

The position utilizes advanced skills as a seasoned and experienced academic HR professional to coordinate a broad range of academic personnel functions for the department, including faculty recruitment, onboarding, advancement, and separation processes. The role also supports all physician appointment processes, including staff physicians and locum tenens appointments. In close partnership with central Academic Human Resources, the position ensures efficient, compliant, and well-supported HR operations across the physician and faculty lifecycle.

Responsibilities

• Faculty and Physician Appointment and Onboarding
  In collaboration with central HR, plan, manage, and implement departmental hiring and onboarding processes for all physicians, including faculty, staff physicians and locums. Independently draft and issue offers via OLGA, following up with candidates on questions related to compensation, clinical commitment, and UC and Health Sciences Compensation Plan benefits. Complete applications for visas for international Visiting Faculty in coordination with HR and the International Student and Scholars Office. Manage the process for requesting Special Permit 2113 licenses from the California Medical Board in coordination with the SOM Dean’s Office. Initiate appointment processes via Oracle Cloud transactions and work with HR and new hires to ensure timely completion of Advance packets. Draft Chair’s appointment recommendation letters in Advance on behalf of the Department Chair, applying knowledge across multiple disciplinary areas. Ensure medical staff membership is complete and that appropriate profiles are activated in APeX and other clinical systems. Direct onboarding for faculty and physicians, ensuring completion of training, badge access, departmental distribution lists, clinical systems access, scrubs, lockers, and other onboarding needs. Coordinate with department stakeholders on space assignments, pagers, phones, and IT setup. Track relocation, FRAP, and MOP commitments and coordinate with financial staff on distribution of FRAP funds. Submit FRAP exception request memos to Academic Affairs as needed. Coordinate locum appointments in partnership with external contracting firm (e.g., Vaya), ensuring alignment with departmental needs, credentialing, and onboarding requirements. Maintain onboarding resources on the Anesthesia website, ensuring accurate and up-to-date information. Continuously improve departmental processes, information, and workflows related to appointments and onboarding.

• Recruitment and Search Administration
  In collaboration with the Director of Human Resources and Academic Team Lead, provide support and consultation to the Recruitment Coordinator on recruitment and search processes, ensuring compliance with Department, University, and affirmative action requirements. Review recruitment activity and reports, providing input and recommendations to support search progress and address issues as needed. Advise search committee chairs and members on use of AP Recruit and adherence to SOM and campus search policies and procedures. Provide consultation on recruitment strategies, including advertising and outreach approaches. Maintain advanced knowledge of University recruitment and academic search policies, procedures, and practices. Serve as a resource to applicants, search committee chairs, and department leadership on recruitment processes and requirements. Consult and liaise with the VPAA Office, HR Service Center, and other central partners as needed.

• Faculty and Physician Renewals and Ongoing HR Requests
  In cooperation with Director of Human Resources, Director of Finance and Academic HR Liaison team members, submit annual faculty renewals via the Academic Personnel Renewal Portal. Issue renewal letters to continuing faculty and staff physicians. Troubleshoot questions on benefits, PTO, leaves, clinical systems access, etc, referring to central office resources as needed. Advise faculty on SOM policies and submit Service Now or Oracle Cloud transactions for leaves of absense, MyTime corrections, reductions and increases in time, mid-year salary changes. Draft memos to Academic Affairs on behalf of the Chair as needed. Submit visa and 2113 license renewals ensuring adherence to state and federal timelines. Advise 2113-licensed faculty on requirements for completing USMLE exams by deadline to receive full licensure.

• Academic Advancements
  In collaboration with central Academic Human Resources, support the administration of merits and promotions processes, helping to resolve missing or incomplete materials and ensuring timely and accurate completion of advancement actions. Work closely with the Vice Chair for Academic Affairs to maintain and update departmental advancement resources and materials on the Anesthesia website. Participate in the Department’s Advancement and Promotions Committee meetings and provide support as needed. Track and maintain faculty mentor assignments for junior faculty, ensuring accurate and up-to-date records. Maintain working knowledge of University and SOM academic advancement policies, procedures, and timelines to effectively support faculty and leadership.

• Departmental Academic Affairs Support and Improvement
  Serve as an internal department subject matter resource on University and SOM policies and procedures related to physician and faculty affairs. Participate in special projects, committee work, policy research and development, and process and systems improvement initiatives, including identifying opportunities to enhance efficiency, consistency, and compliance. Maintain academic policy and procedure documentation on the Anesthesia website, ensuring accuracy, clarity, and currency. Contribute to the evaluation and continuous improvement of departmental processes and workflows related to academic and faculty affairs. Serve on committees representing the Anesthesia HR unit. Provide backup support to other HR Liaison team members, as needed.

• Academic Separations
  Coordinate and implement faculty and physician separations, ensuring timely and accurate completion in alignment with departmental and University requirements. Initiate separation transactions through Oracle Cloud and coordinate with central HR to complete the separation process, timesheets, etc. Advise separating faculty and physicians on the impact to benefits and eligibility for recall or emeritus appointments, as applicable. Ensure return of University property (e.g., badges, keys) and coordinate deactivation of access and notifications to departmental stakeholders, including IT, Facilities, Education, and other relevant groups, as well as OMAG for termination of medical staff privileges. Initiate FRAP repayments when applicable in coordination with finance team.

Qualifications

• Bachelor’s degree in a related area

• Three (3) to five (5) years of relevant HR experience or equivalent combination of education and experience

• Thorough knowledge of analysis and reporting techniques, and human resources policies and procedures for staff and academic employees

• Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising, and counseling skills

• Strong analytical and problem-solving skills

• Strong communication skills and ability to communicate complex policy information effectively across diverse populations both verbally and in writing

• Demonstrated ability to maintain confidentiality

• Professional experience in academic affairs or human resources in an academic environment

• Demonstrated ability to meet time-sensitive deadlines

• Demonstrated excellent writing, editing, and proofreading skills

• Strong skills in short-term planning, analysis, problem-solving, and customer service

• Experience with HR information systems (HRIS) such as Oracle Cloud

• Demonstrated ability to coordinate complex personnel processes across multiple stakeholders

• Experience supporting process improvement and workflow optimization initiatives

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.