Faculty Operations Specialist - School of Medicine Academic HR

Job Description

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

About this Opportunity

Reporting to the Academic HR Partner, the Faculty Recruitment Operations Specialist leads the administrative and operational coordination that keeps School of Medicine faculty searches moving from launch through closeout. This role is the central resource for search committees, candidates, and Academic Human Resource partners, bringing structure, precision, and expertise to every stage of the faculty recruitment experience.

You will join Academic Appointments and Compensation (AAC), Integrated Resources, Academic HR team, UW Medicine’s expert academic HR resource serving 31 School of Medicine departments and affiliated institutions. Your work will help attract and retain exceptional faculty and advance UW Medicine’s academic, clinical, and educational missions. This is an ideal opportunity for an organized, service-oriented professional who enjoys managing complex details, building trusted relationships, and creating an outstanding candidate experience.

Key Responsibilities

Recruitment and Candidate Process Management (50%)

• Manage full-cycle faculty recruitment operations, including position posting and outreach coordination, candidate communications, applicant tracking in Interfolio, distribution of application materials, and accurate search records and status updates.

• Coordinate structured review and selection activities with search committees, including evaluations, longlists and shortlists, virtual and in-person interviews, feedback collection, and consistent use of approved processes and materials.

• Deliver a responsive, professional candidate experience by setting clear expectations, communicating timely updates, and partnering with committees to continuously improve recruitment practices.

Campus Visits and Logistics Management (20%)

• Plan and execute campus visits, including travel, lodging, transportation, multi-day itineraries, meetings, presentations, hosted meals, space reservations, audiovisual needs, catering, hosts, and escorts.

• Process reimbursements and expenses, track recruitment expenditures and budget records, and ensure all visit-related documentation complies with UW policies.

Search Preparation and Committee Support (20%)

• Launch and support faculty searches by coordinating kickoff meetings, committee schedules, agendas, training completion, recruitment materials, evaluation tools, membership records, and search-specific documentation.

• Own search timelines and progress tracking, proactively follow up on outstanding items, and securely manage confidential candidate materials so committees remain informed and searches stay on track.

Compliance, Documentation, and Reporting (5%)

• Maintain complete, accurate, and confidential recruitment records in alignment with UW policies, applicable laws, faculty recruitment guidelines, and School of Medicine practices, including outreach, evaluations, communications, trainings, and committee decisions.

• Coordinate final deliberations, feedback surveys and voting processes; compile materials for leadership review; partner with Academic HR on offer and appointment steps; and complete professional candidate notifications, quality review, archiving, and post-search improvements.

Other Related Duties (5%)

• Provide polished administrative support for special projects and initiatives, including drafting clear, accurate communications and collaborating daily with AAC colleagues and departmental partners across Microsoft Teams, Outlook, Zoom, and other channels.

• Apply sound judgment, discretion, meticulous attention to detail, and a solution-oriented service mindset while managing sensitive information, high work volumes, changing priorities, and critical deadlines.

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…