Administrative Assistant IV

Dartmouth College
Published
September 9, 2020
Location
Hanover, NH
Job Type
 

Description

Dartmouth College

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.

Position Information

Position Title
Administrative Assistant IV

Department
Office of Visa & Immigration Services

Position Number
0173302

Position Purpose
To serve as the first point of contact with all visitors (virtual and in-person) to the Office of Visa & Immigration Services (OVIS), welcoming and assisting international students, scholars, faculty, and other international visitors. Provide a broad range of administrative support services to the Director and Advisors including the intake and processing of international student and scholar immigration sponsorship and related requests, responding to general immigration inquiries, updating website and communicating via social media, increasing office efficiency and coordinating and expediting the work of the office.

SEIU Level
Not an SEIU Position

FLSA
Non-Exempt

Employment Category
Regular Full Time

Department Contact for Cover Letter
Susan Ellison

Special Instructions to Applicants
Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Key Accountabilities
Office Communications - 40%
• Serves as the initial point of contact for all walk-in, email and telephone inquiries to a busy international student and scholar focused office
• Maintains sensitivity to visitors' cultural and language diversity in order to understand accurately the needs of the individual
• Provides appropriate information or directs calls and/or visitors to the appropriate people in the office or other College offices who can address the needs of the inquiry
• Responds to daily OVIS email account inquiries on broad range of immigration and related topics, and forwards as appropriate to Advisors
• Reviews sponsorship requests and other immigration-related requests and assigns requests and related eForms to advisors according to caseload responsibilities using the database case tracker system
• Maintains address and mailing lists for international populations, internal campus partners and others to ensure accuracy and accessibility of information, as well as broadcast messaging
• Processes requests for travel signatures, Social Security and DMV support letters, and other immigration-related requests
• Edits OVIS website posts, Facebook posts and other social media OVIS general email communications and other announcements, often with time/urgency sensitivity
General Office Support - 40%
• Serves a key role in anchoring and supporting the work of a busy and challenging academic immigration office
• Serves as Designated School Official ( DSO ) and Alternate Responsible Officer in SEVIS to assist with providing time-sensitive document reprints, travel signatures and making basic updates to individual database records (i.e., address changes)
• Administers and executes eShip Global shipment requests and liaises with vendor, resolves billing and delivery issues
• Assists the Office Manager in maintaining and troubleshooting issues with copiers, printers and scanners
• Issues support letters for the international students, scholars, staff and faculty for Social Security, DMV and other purposes
• Maintains and updates procedures related to office operations
• Assists with maintaining and updating shared office electronic files and paper files
• Handles and problem solves inquiries and issues, based on office policies and procedures
• Interprets the urgency and needs of the individual and escalate matters when necessary using best judgment and content knowledge of immigration policies and procedures
• Performs clerical, administrative and general office duties such as collecting and sorting mail, filing, copying immigration and other documents, saving and indexing documents to document storage system, and preparing express mailings for new international students and scholars in order to expedite/coordinate the work of the office
• Tracks case management system and website analytics, and generates reports on walk-in traffic, website traffic and other key metrics
• Serves as records custodian and primary point of contact with Records Management Office
Event/Project Coordination - 15%
• Organizes and manages logistical needs for all major office events and programming (including workshops, town halls, orientations, training sessions, Social Security trips) and coordinates facilities, catering, and publicity
• Organizes and manages application, intake and document review process for OVIS -sponsored Social Security office trips
• Maintains files and lists for various international events sponsored or co-sponsored by OVIS or international student organizations
• Sets up, organizes, and maintains various support projects and resources as time allows to assist international students, scholars, visitors, and their families, in acclimating to the Dartmouth community and the Upper Valley environment
• Coordinates the annual purchase of the tax software program offered to international students and scholars, and tracks and monitors license usage
Office Student Assistant Management - 5%
• Coordinates the office hiring process for all student assistants
• Works closely with Office Manager in supervising and training student assistants
• Designs and implements training of office student assistants on reception desk duties
• Assigns work to student assistants
-- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. -- Performs other duties as assigned

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