#100026 Enterprise Document Management Service Owner

La Jolla, CA
Jun 16, 2019
Administrative Jobs
Technology, Analysts & Programming
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 06/19/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/28/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UC San Diego is ranked the 9th best public university in the nation by U.S. News and World Report and is the largest employer based in San Diego County. Reporting to the VC-CFO, Information Technology Services (ITS) delivers Enterprise information technology services to the University of California, San Diego (UCSD) under the leadership of the campus Chief Information Officer (CIO).

Information Technology Services (IT Services) uses world-class services and technologies to empower UC San Diego's mission to transform California and the world as a student-centered, research-focused, service-oriented public university. As a strategic member of the UC San Diego community, IT Services embraces innovation in their delivery of IT services, infrastructure, applications, and support. IT Services is customer-focused and committed to collaboration, continuous improvement, and accountability.

Workplace Technology Services (WTS), a division of IT Services, provides UC San Diego Document and Process Workflow Management tools to enable Campus and Health clients in managing their complete document life-cycle. We strive to consistently deliver quality and reliable information systems that help our campus achieve its administrative goals and to get the most out of these tools. We also maintain the campus CMS, ITS ServiceNow, the UC San Diego App, and numerous other tools that promote productivity, collaboration, and communication.

This position is responsible for the OnBase Cloud Enterprise Document Management System (EDMS) service. This role will engage, advise, and train all Campus & Health Process Owners, Subject Matter Experts and Users through the development, review, and maintenance of all documents and forms according to established service level agreements, legal requirements, and university policies.

A particular emphasis of this position is to launch and support various EDMS migration projects, utilizing “train-the-trainer” concepts, ensuring a scalable, well-architected campus-wide deployment. The EDMS Service Owner will ensure that all ITS engagement teams and partner-department staff deliver exceptional service and communication to customers through platform training, advocacy, and a Community of Practice.

The initial departments and processes slated for migration to OnBase Cloud include the Registrar, Student Affairs, Financial Aid, Health Science Research Service Core, Policy & Records Administration, Campus Human Resources, Health Human Resources, and various others. In parallel, the OnBase service will be integrated with several other enterprise services, including Docusign, Kuali Research, Oracle, and more.

Additional responsibilities include: business process analysis, data collection, advising on data security and stewardship procedures, development of new technical processes, implementing processes to streamline usability, improve the user experience, and service interface. Review, consult, and advise on system architecture. Design, develop, and implement change-management and communications plans for OnBase.

Responsibilities: High-level oversight and management of EDMS solution. Planning, Developing, Measuring, Reporting, Security, and Controls of OnBase implementation. Work with Enterprise Document Management Service (EDMS) operations team and subject matter experts, transitioning processes and document workflows to the EDMS environment. Apply expertise to EDMS solutions and propagates knowledge to the rest of product operations team by providing guidance, training, and sharing best practices for product setup and use.

Apply IT concepts and department/unit and campus, medical center, or Office of the President policies and procedures to Document Management processes. Work on multiple EDMS projects simultaneously, communicate with clients and project teams on status. Outreach to departments to educate them on how EDMS can automate their document processes to save time and money. Provide direct, immediate support for all technical requests. Track workflow and processes in customer management system. Update solutions as found. Maintain knowledge-base and customer communication sources/feeds.

This position will be a process leader who will manage day to day operations of WTS Enterprise Document Management Services across diverse academic and administrative units, serving the entire UC San Diego campus, alumni community and other university constituents.The position will partner closely with data management teams to align with the needs of the research, academic, health, and administrative units.

This role will be accountable for strategically leveraging document management tools to differentiate UC San Diego, create strategies to increase efficiency, identify opportunities, minimize risk, add value and ensure exceptional delivery of services. Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Provides recommendations for functional programs and improvements. Provides guidance to team to achieve goals in accordance with established policies and management guidance. Identifies risks and responds accordingly. Sets priorities and work flow analysis. Change management, KPI/metrics/reporting, and service planning are components of the required work.

  • Employee must be available to work evenings and weekends if requested/necessary.
  • Employee must be available to travel if requested/necessary.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.
This position is eligible for full: 1) Health/Dental/Vision Insurance2) Vacation/Holidays 3) Life Insurance4) UC Retirement Plan.

For more information about UCSD Benefits and Work/Life.

To calculate an approximate value of the UC Total Compensation package, please click here.

  • Broad knowledge of various areas of IT. Demonstrated experience with OnBase or similar enterprise EDMS solution.

  • Advanced skills associated with programming design, modification and implementation. Knowledge of secure software development. Ability to create software specifications. Administrative knowledge to meet business requirements. Advanced document management, data controls, and electronic forms management knowledge.

  • Demonstrated experience conducting in person training, including group walk-through sessions.

  • In-depth knowledge of related principles and concepts to provide solutions to more complex and diverse information systems issues. Comprehensive knowledge of the service management role. Solid ability to gather, organize, and analyze data in the completion of assignments.

  • Proven ability to install software and troubleshoot and repair moderately complex problems with computing devices, peripherals and software. Understanding of and experience troubleshooting client, server and peripherals-related issues and actions that can be taken to improve or correct performance.

  • Experience in incident response and digital forensics, including data collection, examination and analysis. Experience developing product documentation and managing customer relations, creating knowledge-base articles, and developing training resources. Experience developing customer-support resources.

  • Demonstrated knowledge of project management principles, theories, and concepts. Effective skill at tracking effort and project progress. Collaboration, partnership, and task delegation as necessary.


  • Knowledge of any combination of: product management, service launch, training development, Business Process Improvement or Lean Six Sigma, Cost Optimization, Project Management, HIPAA compliance, or Metrics/Key Performance Indicators analysis/reporting.
  • Job offer is contingent upon a satisfactory clearance based on background check results.

Similar jobs

Similar jobs