Harvard University Operations Manager in Cambridge, Massachusetts
53770BRAuto req ID:53770BRJob Code:359056 Admin Dept/Program Admin Location:USA - MA - Cambridge Business Title:Operations ManagerSub-Unit:Harvard International Office Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :056Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:
Bachelor's Degree Required.
Seven years of related advisory or international administrative experience.
Four years of demonstrated direct supervisory experience of professional staff
Demonstrated experience, more than four years, with federal regulations and policy related to F-1, J-1 visa categories with a high level of competency using SEVIS. Thorough knowledge of and demonstrated experience of Student Management Systems and tracking software, specifically Ellucian (ISD/ ISSM) and Terra Dotta
Demonstrated knowledge of office computer systems at a level appropriate to the duties of the position; ability to work in a fast-paced, high-intensity environment; capable of multi-tasking.
Be a U.S. citizen or a lawful permanent resident of the United States
Must have strong verbal and written communication skills and the ability to work with a diverse set of stakeholders.
Emergency Status Designation: Critical Operations Personnel
Department:HIOPre-Employment Screening:Education, Employment, IdentitySchedule:Monday-Friday 9-5Job Function:General Administration Job-Specific Responsibilities:
Serve as the Data Security contact for the Security Insiders group. Distribute documentation and inform and train HIO staff on new data security measures and tools.
Coordinate with HUIT on twice yearly office-wide computer refresh process. Select appropriate replacement hardware, coordinate billing for new items, and coordinate with HIO staff on scheduling.
Responsible for the onboarding and offboarding of all HIO employees, which includes coordination with HR, the PeopleSoft group, and HUIT
Responsible for maintaining training manuals and provides training for new batch software users; supports admissions staff in data entry for student visa processing; creates and updates templates in ISSM for schools; works closely with other departments to coordinate data collection and transfer into SEVIS.
Compiles and publishes statistical reports. Responds to ad hoc statistical inquiries from University administrators, including the Office of the President, and external entities. Provides support to clients seeking contact with others from same country of citizenship; provides client lists for necessary blast emails and communications
Responsible for high volume of incoming student registration in for Summer, Fall & Spring sessions, gathering start and end dates for each school and programs; reviews, updates and corrects overall student data before and after Spring and Fall semesters per federal guidelines
Is a DSO/ARO for systems project management (both students and scholars) purposes; understands basic questions concerning visa documents, employment, and travel plans; provides travel signatures for F-1 and J-1 visa holders with sponsorship from Harvard University; participates in check-in registration for incoming students and scholars
Processes monthly/quarterly billing for affiliated hospitals and processes OPT fees through accounts receivables; works with Central Accounts Payables and Receivables to ensure timely billing and receipt of revenue; process all HIO invoices
Supports and maintains on-line appointment system (TimeTrade) which provides clients with scheduling availability for advisors.
Performs other duties as assigned.
School/Unit:Campus Services EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Job Summary:
This position has primary responsibility for the day-to-day operations as it relates to advising, retention and support of international students and scholars. The Operations Manager is responsible for ensuring government compliance and manages University risk by overseeing regulatory adherence and Student and Exchange Visitor Information System (SEVIS) data integrity. The Operations Manager provides leadership and supervision to all operational aspects of the HIO and is responsible for the maintenance and implementation of federal and University systems and software. In partnership with HIO senior management, works collaboratively with University schools and departments to ensure federal regulatory compliance. This position is integral in working across all schools and departments to meet the needs of all international students and scholars to advance the institution’s goal of internationalizing the campus. This position is crucial for the University to maintain is obligation of regulatory immigration compliance.
Responsible for ensuring the HIO client database is accurate and mitigates University risk ensuring compliance with federal government database (SEVIS) regulations; directs, mediates, and coordinates database vendor and HUIT technical staff to maintain and install all software, upgrades, and hot fixes
Manages 3-5 unionized support staff; responsible for the prioritizing of day to day tasks, assignment of special projects as well as performance management and professional development; hires and manages term, interns and temporary employees as needed
Oversee data collection and integrity related to incoming and continuing international students and scholars including the transfer of data between various student information systems used at all schools and departments, including ISSM/Terra Dotta, Slate, and the Student and Exchange Visitor Information System (SEVIS). This includes designing, building, and analyzing data reports and verifying the integrity and validity of data within the various databases to meet strategic goals of the department and the institution
Manages all operational projects including software updates and roll outs, seasonal and special project work, and vendor communication
Evaluate existing processes for efficiency and implement new processes to increase ease and efficiency for the advising and support staff, as well as students and scholars. Explore and implement new technologies. Create new training tools for both internal HIO use and external use by clients and school/department contacts.
Manage email communications to students, scholars, and administrators across the university as part of the Communications Committee. Runs reports to identify distribution lists, edit and format communications, use MailChimp and other technologies to send communications, manage bounce-backs and plans for responses.
Manage the archival and destruction of completed files according to University operations. Manage the annual Archive Project of physical files, approve destruction of physical files, and maintain record of files in storage. Manage digital archival process.