Administrative Assistant II

Posting Title

Administrative Assistant II

Overview

Monitors front desk of OIS; answers and screens calls, greets and assists students, scholars, staff, faculty and other visitors. Answers questions providing basic immigration advice as well as serving as a Designated School Official and an Alternate Responsible Officer for both F and J programs. Provides overall administrative support to all of OIS' functions by managing overall record keeping, office inventory, office's calendar, appointments and supporting the Advisors both in their immigration and programming work. Serves as a Designated School Official (DSO) and as an Alternate Responsible Officer (ARO) for SEVIS.

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is : $45,000- $50,000

Responsibilities

• Provides administrative support to OIS and to OGS when needed.
• Provides friendly, polite and patient front desk assistance for OIS. Receives and screens calls, inquires and requests regarding OIS operations. Handles office correspondence such as mail, email in a timely manner and forwards queries to appropriate staff members.
• Manages appointments for OIS staff (scheduling and rescheduling)
• Attends all OIS and OGS meetings that are requested
• Assists in programming; scheduling rooms, set-up, catering etc. Promotes all ISSS activities; updates website; sends out emails; handout fliers and provides information to walk-ins. Keep bulletin board up to date.
• Assists with and attend OIS events such as orientation, International Week, Thanksgiving Potluck (and OGS events as requested).
• Keeps an inventory of all office supplies and order as needed as well as keeps inventory of all office handouts, making copies as needed.
• Serves as a Designated School Official (DSO) for SEVIS. Understands and advises on Travel signatures, visa renewals, reduced course loads, extensions, transfer out and in requests. Basic understanding of requirements for OPT and CPT. Assists in the issuance of I-20s.
• Serves as an Alternate Responsible Officer (ARO) for SEVIS. Provides travel signatures and support Scholar Advisor with basic advice for scholars. Assists in the issuance of DS2019s.
• Does initial Check-In process for incoming students and scholars (bio sheets, copies of immigration docs. Etc.)
• Manages and maintains student and scholar physical and electronic files (creation, filing and archiving).
• Provides support with issuance of letters re : visa renewal, visa requests, certifications for banks, apartments and Motor Vehicle departments etc.
• Manages and monitors OIS' purchases, payments and other expenditures and works with Director on Budget.
• Other duties as needed.

Qualifications