Academic Human Resources Liaison

This 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.

Reporting to the Director of Human Resources, this position serves as a key resource for faculty, physicians, and departmental leadership, providing guidance on HR policies and processes and supporting complex personnel actions. As a core member of the HR liaison team, the role collaborates closely with the HR Service Center, Academic Affairs, the Dean's Office, and other central HR partners.

The position also participates in special HR initiatives, including policy development, process improvement, and departmental projects, and applies in-depth knowledge of UC systemwide and Academic HR policies to address operational and strategic personnel needs.

Department Overview

The Department of Anesthesia and Perioperative Care at UCSF provides outstanding patient care, promotes cutting-edge basic and clinical science research, and educates the next generation of healthcare providers while focusing on the UCSF Principles of Community.

The Department of Anesthesia and Perioperative Care ranks as one of the largest departments in the School of Medicine, with an annual budget of $207 million. As of 2026, the department has over 200 Faculty members, 60 Staff Physicians, 200 Staff Employees, 20 Fellows, 90 Residents, 17 Non-Faculty Academics, 13 Postdocs, and 8 Nurse Practitioners. In addition to the Moffitt-Long Hospital at Parnassus, very active units of the department exist at the Zuckerberg San Francisco General Hospital (ZSFG); San Francisco Veterans Affairs Medical Center; Mount Zion Medical Center Benioff Children''s Hospital Oakland; the UCSF Orthopedic Institute; the Benioff Children''s, Betty Irene Moore Women''s and Bakar Cancer Hospitals; and the Bayfront Medical Building in the Mission Bay neighborhood.

Our department philosophy aligns with UCSF campus leadership in recruiting, retaining, and celebrating individuals who are traditionally underrepresented in the health sciences to better reflect the population we serve in the San Francisco Bay Area. We also recognize that successfully recruiting people to join our team is not the end of the story. It is also critical that we provide an environment in which all individuals in our workforce and trainee programs experience a professional, supportive, collaborative, and open environment and have the opportunity to thrive. We are dedicated to the ongoing pursuit of these goals.

Required 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

Preferred Qualifications

Thorough knowledge of University rules and regulations, processes, protocols and procedures for academic affairs and human resources

Knowledge of common University-specific computer application programs

Knowledge of physician appointment processes and related compliance requirements (e.g., licensure, credentialing and privileges)

Knowledge of visa processes and international scholar requirements (e.g., J-1, H-1B, E-3)

Experience working in a complex academic medical center or higher education environment

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35

Yes

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.

20

Yes

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.

20

Yes

Faculty and Physician Renewals and Ongoing HR Requests

• In cooperation with Director of Human Resources, Directior of Finanace 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.

10

Yes

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.

10

Yes

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.

5

Yes

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.

100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35

Yes

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.

20

Yes

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.

20

Yes

Faculty and Physician Renewals and Ongoing HR Requests

• In cooperation with Director of Human Resources, Directior of Finanace 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.

10

Yes

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.

10

Yes

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.

5

Yes

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.

100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)