Document Manager - Office of International Education (OIE)
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2018186
Carnegie Mellon University's Office of International Education is searching for a Document Manager. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by providing specialized administrative support for international students and scholars and departments who utilize OIE services by issuing immigration documents and processing E-Forms. This position has access to protected information under FERPA as well as access to student/scholar financial information. This position provides assistance for federal reporting requirements and maintenance of data in a complex environment which requires advanced administrative skills and in-depth knowledge of department practices, policies, procedures and programs. This may include oversight of workflow, leading other administrative coordinators, distributing work, handling payroll/personnel paperwork, reviewing and processing document requests, and coordinating and scheduling meetings. May perform secretarial/clerical tasks as well.
The Document Manager provides specialized support to the Office of International Education (OIE) and to the international students & scholars and departments who utilize OIE services. The support is achieved by the Document Manager serving as a Designated School Office (DSO) and Alternate Responsible Officer (ARO), this position requires knowledge of federal regulations and policies with regard to F & J immigration status and the ability to use a federal database (SEVIS). This position may interact with representatives from the US Department of Homeland Security/Immigration & Customs Enforcement or the US Department of State. The Document Manager must have the ability to pay close attention to detail, accurately enter data and consistently maintain data integrity; recognize and solve problems; remain calm during difficult situations; set and meet deadlines; prioritize work; and work with frequent interruptions. The position has access to protected information under FERPA as well as access to student/scholar financial information.
This position serves as a key resource to OIE colleagues and academic departments; directs administrators in departments with regard to the documentation OIE needs to be able to issue visa documents for international students and scholars; with OIE Advisors, assists in the development of business processes related to student/scholar requests; assists with mandatory orientation and immigration check-in for students and presentations for faculty and staff of the university; and reviews international student data to ensure timely compliance with federal regulations such as reporting changes in academic programs, processing student requests, inactivating records, reporting arrival/enrollment and/or other compliance related tasks. Special projects, as assigned, will require knowledge of technology and information flow, as well as creativity and timeliness. The position will work closely with other OIE staff as they provide services to and verify and track the immigration status of international (and exchange) students and scholars.
Core Responsibilities Include:
Manage document (I-20/DS-2019) issuance process and/or E-Form request processes for students and scholars and update student/scholar database relative to those processes
Review financial and other support documentation for visa document and E-Form requests
May lead or assist with annual review of the new student/scholar visa document process, including the updating of relevant forms (both paper and electronic), website coordinator manuals, and presentation of updates/changes to department coordinators across campus
Manage data flow between databases, report changes/updates to Homeland Security, conduct routine database maintenance, paper and electronic file maintenance and digital archiving
Liaise with academic departments on student/scholar issues
Coordinate the distribution of information & visa documents to new students/scholars and/or coordinate the processing of E-Form requests for continuing students/scholars
Track/review immigration documentation related to admission and enrollment and/or other areas such as work authorization, extensions of stay, changes of program or other processes related to continuing student/scholar status.
Support institutional compliance and reporting obligations
Assist with other office tasks, projects and administrative matters (i.e. front desk coverage, filing, program and orientation implementation, email, as necessary
Provide study abroad/exchange support, primarily with respect to the issuance of exchange student documents & record creation
Work on special projects and programs (i.e. Pre-departure sessions, orientation programs, re-acculturation) related to student preparedness/acculturation/health & safety
Maintain skills and seek out opportunities that offer professional development.
Participate in e-Form development, testing and roll-out of related to issuance of new visa documents for students and scholars
Other duties as assigned that support OIE's mission and the broader Carnegie Mellon community
Flexibility, excellence, and passion are vital qualities within CMU's Office of International Education . Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.
Education: Associates degree or equivalent combination of training & experience required. Bachelor's degree preferred.
Experience: At least 3 years of administrative support and database use. Experience working in an international office, using the SEVIS system, is strongly preferred. Experience living, working or studying abroad is also preferred.
Successful background check.
Some overtime is may be required at peak times and/or to comply with federal reporting deadlines.
Other: US citizenship or Permanent Residence is required.
Are you interested in this exciting opportunity?! Apply today!
CMU's COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.
Staff - Regular
Full Time/Part time
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Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.