International Students and Scholars Assistant

Posted: 10-Jan-24

Location: Ames, Iowa

Salary: Open

Categories:

Academic/Faculty

Internal Number: R13684

Position Title:
International Students and Scholars Assistant

Job Group:
Professional & Scientific

Required Minimum Qualifications:
High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:
Experience working with spreadsheets
Experience working in an university setting
Experience working in an administrative position
Experience with scheduling
Experience working with international populations or in an international-related office
Experience with supervising or leading others

Job Description:

The International Students and Scholar Office(ISSO) is currently seeking applicants for an International Students and Scholars Assistant. The International Students and Scholars Office (ISSO) employs staff with many years of experience in the U.S. and abroad. Staff members provide courteous and timely service, apply a broad range of immigration expertise, and deliver informative programming for international students, faculty, staff, postdocs, visiting scholars, and their families.
Duties/Responsibilities
Front Desk Management

• Serve as receptionist/primary source of information for international students and scholars by responding to telephone/e-mail inquiries and in-person traffic.

• Hire, train, supervise, and support front desk student workers.

• Ensure front desk is adequately and effectively staffed throughout all open hours.

• Arrange coverage and/or additional staffing for peak periods.

• Manage front desk document collection, scanning, processing, and delivery.

General Office Management

• Manage incoming and outgoing mail and courier services for all sections of the office including scanning, processing, and distributing incoming mail; sending related notifications to students, scholars, and departments; and updating ISSO records accordingly.

• Maintain supply inventories, order supplies, and handle ISSO purchasing functions.

• Place Memorial Union work orders and equipment service requests.

• Resolve facilities issues.

• Process Finance Delivery transactions for all Units of the ISSO.

• Schedule ISSO conference room spaces.

• Assist with mass mailing and communication requests.

• Routinely review departmental Website for necessary corrections or updates to be made by appropriate ISSO Unit staff.

• Provide support to the Director and the office for calendaring, internal and external meetings, job interviews, events, and projects.

• Take and publish minutes of office meetings.

Scholar and Employment Unit Support

• Assist with the preparation of immigration petitions received through CyStart for review by ISSO Scholar Unit staff. Proofread, copy, scan, and courier outgoing petitions prepared by ISSO Scholar Unit staff.

• Maintain H-1B Public Access Files.

• Manage delivery of US Citizenship and Immigration Services Receipt/Approval Notices, Forms DS-2019, and related documents.

• Scan and archive completed immigration petition files.

• Prepare monthly ISSO Scholar Support Fee billing to ISU departments and units.

Advising Unit Support

• Manage ISSO email account.

• Assist with immigration document creation through DocFinity, SUNAPSIS, and Workday at peak periods.

• Assist Programming, the International First Year Seminar course, and new international student orientation with room reservations, Qualtrics forms, and other operational needs.

Other duties as assigned.

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship. 

Level Guidelines
• Career-level position demonstrating proficiency and knowledge of related competencies
• Works under direct to general supervision and may receive guidance on more complex assignments
• Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature
• Applies thorough knowledge to respond to inquiries and requests
• Able to resolve most problems and issues and respond to requests without escalation
• Provides guidance to students
• May provide supervision to one to two other staff or lead a small work team

Appointment Type:
Regular

Number of Months Employed Per Year:
12 Month Work Period

Time Type:
Full time

Pay Grade:
PS805

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:
1) Resume/Curriculum Vitae
2) Letter of Application/Cover Letter
If you have questions regarding this application process, please email [email protected] or call 515-294-4800 or Toll Free: 1-877-477-7485.
Why Choose ISU?
Iowa State University is committed to fostering a workplace of belonging, where diversity is celebrated and equity is a core value. Our Iowa State Employees enjoy comprehensive health and work life benefits, including medical and dental; as well as:
• Retirement benefits including defined benefit and defined contribution plans
• Generous vacation, holiday and sick time and leave plans
• Onsite childcare (Ames, Iowa)
• Life insurance and long-term disability
• Flexible Spending Accounts
• Various voluntary benefits and discounts
• Employee Assistance Program
• Wellbeing program

Original Posting Date:
January 9, 2024

Posting Close Date:
January 22, 2024

Job Requisition Number:
R13684

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About Iowa State University
Iowa State University is classified as a Carnegie Foundation Doctoral/Research University-Extensive, a member of the Association of American Universities (AAU), and ranked by U.S. News and World Report as one of the top public universities in the nation. Over 36,000 students are enrolled and served by over 6,200 faculty and staff (see www.iastate.edu). Ames, Iowa is a progressive community of 60,000, located approximately 30 minutes north of Des Moines, and recently voted the best college town in the nation (see www.visitames.com).
Iowa State University is an equal opportunity employer committed to excellence through diversity and strongly encourages applications from all qualified applicants, including women, underrepresented minorities, and veterans. ISU is responsive to the needs of dual career couples, is dedicated to work-life balance through an array of policies, and is an NSF ADVANCE institution.
Iowa State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status and will not be discriminated against.
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