The Office of Postdoctoral Affairs (OPA) is seeking a Postdoctoral Services Manager with IT Business Analyst responsibilities, to manage all aspects of postdoctoral appointments (new appointments, changes, and ending appointments including associated visa work) as well as to focus a working knowledge of the appointment system to address system issues and enhancements.
OPA serves 2,500 postdoctoral scholars, about 750 faculty sponsors, and 250 departmental administrators across the university, ensuring that appointments are processed quickly and efficiently, that scholars are in compliance with university policy, and that business issues are identified and addressed in a timely manner. Together with partners including the Bechtel International Center, the Registrar's office, and University IT, the postdoctoral services manager ensures seamless operations.
The Postdoctoral Services Manager / IT Business Analyst manages and supports key operational services for postdoctoral scholars and departmental postdoctoral administrators within the School of Medicine Office of Postdoctoral Affairs (OPA). The position serves as a knowledgeable resource on postdoctoral policy and processes, webform workflows, H-1B and other visa policies and processes, and related operational requirements.
Approximately 70% of the position is focused on postdoctoral services and operations management. This includes supporting departmental administrators and postdoctoral scholars in beginning, changing, and ending appointments; maintaining process documentation, training materials, and operational tracking tools; resolving operational questions and issues; and identifying opportunities to improve service delivery, communications, and administrative processes.
Approximately 30% of the position is focused on IT business analysis and systems support for postdoctoral webforms and related systems. Work includes identifying needed systems updates; documenting business requirements and use cases; managing system issues and Jira tickets; coordinating testing of new functionality; and serving as a liaison among end users, operations staff, project partners, and programmers.
Core Duties
- Administer an area or program in student services, evaluate and recommend decisions on program eligibility. Review decisions recommended by other staff.
- Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues. May be tasked with evaluating and recommending program improvements.
- Resolve multi-dimensional matters in response to students in crisis, at risk, or who have other program issues, counsel students and parents on sensitive and confidential issues.
- Provide guidance and counsel, oversee and develop a wide range of programs and services, analyze effectiveness and make recommendations for future programs.
- Reconcile complex issues; analyze diverse transactions from multiple sources.
- Summarize data from multiple sources, prepare manage reports and presentations.
- Identify and evaluate data needs, manage the implementation and development of technology.
- Develop and implement plans for outreach efforts, develop and maintain external community and university liaison, represent department and university at meetings and events.
- Provide advice to students on a range of issues, including, but not limited to, academic progress, academic program policies, career plans, accessibility, community standards, etc., in order to guide them in making appropriate choices and decisions. May have to escalate issues to a senior advisor.
- Apprise students of research, fellowship and scholarship opportunities, make recommendations and may award grants.
- Serve as a subject matter expert to students and other departments; represent unit/department.
- May lead, create and contribute to development of business practices and organizational change to improve processes and workflow.
- May oversee, analyze and assist in financial processes and development of budgets.
- Serve as a key member of a project team.
- May train and supervise other staff, volunteers, student and temporary workers.
Minimum Education and Experience
Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities
- Strong communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and management.
- Advanced analysis and problem solving skills.
- Advanced computer skills, including experience with Microsoft Office Suite.
- Advanced customer service skills.
- Relevant computer systems/technology experience.
- Understanding of financial transactions.
- Ability to ensure and apply compliance with legal, financial, and university policies and external regulations.