ACADEMIC AFFAIRS AND VISA MANAGER

Req #: 240162

Department: SCHOOL OF MEDICINE

Job Location Detail: This position is mostly remote; however, there may be infrequent visits to the office.

Posting Date: 10/24/2024

Closing Info: Open Until Filled

Salary: $6,084- $7,084 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrow's physicians, scientists, and other health professionals. The Dean of Medicine’s Office of Academic Appointments and Compensation (AAC) is a comprehensive unit serving 31 School of Medicine (SoM) academic departments and Dean's Office units. The School's clinicians provide clinical services through two practice groups, UW Physicians (UWP) and Children's University Medical Group (CUMG), which are separate, non-profit corporations. The school has numerous affiliations with other entities such as Seattle Children’s Hospital, the Fred Hutchinson Cancer Center and the Seattle Veteran's Administration. Appointments, promotions, compensation, and other academic personnel actions for the School's faculty are managed within UW Medicine's School of Medicine Finance and Administration Unit.

The Office of Academic Appointments and Compensation serves as the primary academic human resources facility for School of Medicine (SoM) department chairs, departmental administrators, SoM executive staff, and staff including those at UWP/CUMG and closely affiliated institutions. Faculty decisions are influenced on a daily basis by independent judgment, analysis, review and decision-making related to the interpretation and application of complex, multiple source policies and procedures. SoM departments rely on AAC for the navigation of specialized knowledge in the full lifecycle of faculty affairs. If specialized knowledge of policies and procedures of the University, School, UWP/CUMG and closely affiliated institutions is not provided, including appointment, promotion, salary issues and compliance regulations, a significant negative impact on the School, University, UWP/CUMG, affiliated institutions and the clinical services provided at UW Medicine and other approved sites of practice.

AAC currently has an outstanding opportunity for an

Academic Affairs and Visa Manager.

This position will require a range of responsibilities to provide seamless customer service to SoM academic departments. The manager will play a key role in AAC, exercising discretion and independent judgment, by providing guidance to chairs, administrators, and staff on issues related to appointments and visa services for the School. This position reports directly to the Senior Manager of Academic Affairs and Visas.

Providing guidance related to policies and procedures for academic personnel is a significant responsibility in this role. A critical aspect of this position rests in the management of the visa process for foreign national scholars. Interpreting, analyzing, and disseminating rules, policies, and procedures of the complex and critical regulations of the United States Department of Labor (UOL), United States Citizenship and Immigration Services (USICS) and Department of Homeland Security is an expectation. The precision of AAC staff is directly correlated to the success of the School.

The School's faculty database carries many complexities in working with and interpreting multi-source financial data. Understanding these complexities is critical to maintain the integrity of the data that is used for reporting purposes. In addition, the School also manages inter-institutional relationships and clinical affiliations, which carry their own prescribed set of unique procedural elements separate from the University systems.


DUTIES AND RESPONSIBILITIES

Academic Affairs - 75%:

• The Academic Affairs and Visa Manager is assigned to specific academic titles in support of day-to-day departmental functions, as well as managing the compensation for those titles. Equally important, the Academic Affairs and Visa Manager's role partners with other AAC team members on annual processes, such as annual and term reappointments, faculty salary increases, and promotions.
• Advise chairs, administrators, and departmental staff on University and SoM academic policies and procedures for designated titles.
• Review and approve appointments, reappointments, and all changes in status for designated titles, to ensure compliance with University, School, affiliated institutional policies.
• Determine and provide information and direction to chairs, administrators, staff, and outside institutions on issues including appointment criteria, recruitment, hiring, and compliance regulations.
• Transact on academic personnel HR actions (hires, appointment changes, leaves, etc.) in Workday (the UW HR/P system) following the timelines and expectations of payroll, central campus, and the SoM.
• Maintain thorough understanding of Workday transactions and functionality, including initiation, approvals, process-flows, downstream impacts, and business consequences.Compensation:
• Analyze, review, and approve compensation requests submitted for authorization to ensure compliance with UW, Labor relations, and SoM regulations for designated titles.
• Primary advisor for the department's chair, administrators, directors, and departmental staff about all aspects of academic compensation for designated departments.
• Analyze and resolve salary discrepancies for designated titles.Annual Processes:
• Manage actions and participate in work related to annual academic processes as needed.
• Participate in continuous performance improvement projects and committees.
• Other duties as assigned.Visa Management - 20%:
• UW Medicine has a long history of attracting outstanding talent in diverse fields from around the globe. The management of visas directly supports UW Medicine’s mission, by providing advanced, specialized expertise in immigration for personnel needs. This role within AAC acts as an advocate for the SoM and departmental administration at large, by liaising with the UW International Scholars Operations (ISO) to achieve the best possible results for our global personnel.
• The Academic Affairs and Visa Manager reviews applications packages for visa sponsorship, provides training and guidance to departments, and supports international scholars in compliance with their visas.
• Reviews final packages for visa requests for SoM departments, including J-1 and H-1B visas.
• Participate in AAC trainings and knowledge sharing with 31 departments in the SoM.
• Successfully interface with the UW International Scholars Office and the UW Office of Academic Personnel.
• Advise chairs, administrators, and departmental staff on ever-changing federal and University visa regulatory policies and procedures.
• Advise chairs, division heads, directors, administrators, faculty, and departmental staff on visa eligibility for candidates.
• Maintain impeccable documentation and files pertaining to the visa process.
• Review data discrepancies between various systems and work with stakeholders to implement changes to clean up the data.Other Related Duties - 5%:
• Perform other duties or projects as required or assigned.
• Participate in process improvement projects. MINIMUM REQUIREMENTS
• Bachelor's degree in a related field.
• Two years’ experience working with academic human resources administrative processes. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
• Professional demeanor and the ability to interact effectively with individuals of diverse backgrounds and at all levels of an organization and the community.
• Strong customer service skills with ability to maintain a positive attitude.
• Ability to thrive and high degree of organizational skills while working with a high volume of work and critical, time sensitive deadlines.
• Ability to strategize, track, monitor, and adhere to tight deadlines.
• Ability to interpret and apply complex state or public agency policies and procedures.
• Management of academic human resources processes, including faculty compensation and human resources management.
• Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a calm demeanor under pressure and communicate effectively at all levels within an organization.
• Proven ability to maintain confidentiality of information with a high degree of tact, discretion, and diplomacy.
• High level of attention to detail and accuracy.
• Ability to learn university systems.
• Detail oriented with ability to identify issues and trends as well as correct errors, typos, or discrepancies.
• Ability to interpret multi­source financial data.
• Proficiency with various computer programs and databases, including but not limited to Microsoft Word, Excel and PowerPoint.
• Ability to work closely and communicate effectively with other AAC team members and departmental staff on a daily basis.
• Demonstrated ability to work well with University colleagues, academic personnel, and with external organizations.
• Demonstrated problem solving and analytical skills.
• Possesses a fluent understanding of and experience in and commitment to inclusive language, accessibility and diversity, equity, and inclusion considerations. Values the UW’s commitment to inclusiveness and UW School of Medicine’s commitment to equity, diversity, and inclusion. DESIRED REQUIREMENTS
• Prior work experience at the UW and/or in higher education strongly preferred.
• Working knowledge of UW SoM compensation structure, including institutional compensation policies/procedures.
• Working knowledge of Health Sciences colleges, departments, and systems.
• Understanding of SoM academic appointment processes.
• Experience and expertise working with UW and the SoM systems (Workday, CTMs, RFAs, Interfolio, etc.).
• Ability to plan and manage multiple projects with competing priorities.
• Demonstrate strong service-oriented work ethic and personal responsibility. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
  
  

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.