Faculty Recruitment Operations Specialist - School of Medicine Academic HR

Job Description

Please note: All applications must be submitted no later than 11:59pm PT on August 10, 2026.

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 except when there are legal requirements, such as a license, certification, and/or registration.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Minimum Qualifications

• Bachelor's degree in any field, or an equivalent combination of education and experience.
• Two or more years of experience in administrative coordination, recruitment support, or program coordination.

Additional Qualifications

• Demonstrated experience managing complex scheduling and logistics involving multiple key personnel.
• Strong organizational skills, exceptional attention to detail, and the ability to manage multiple concurrent priorities and time-sensitive deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, Asana, or similar collaboration and project-management tools.

Preferred Qualifications

• Experience supporting faculty recruitment or academic search processes.
• Familiarity with University of Washington systems, such as Interfolio and Workday.
• Experience coordinating travel and processing reimbursements.
• Knowledge of academic HR processes, faculty appointments, or compliance requirements.

Working Conditions

• Must maintain strict confidentiality of candidate and recruitment information.
• Occasional work outside standard hours may be required to support candidate interviews and visit schedules.
• Ability to coordinate on-site logistics for in-person meetings and candidate visits. Must be in person during candidate visits.

Compensation, Benefits and Position Details

Pay Range Minimum:

$59,736.00 annual

Pay Range Maximum:

$89,592.00 annual

Other Compensation:

• Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.