Administrative Assistant 2

MIT•Cambridge, MA

1d•Hybrid

About The Position

The International Scholars Office (ISchO) is seeking an Administrative Assistant 2 to join a busy office serving 2,000 international faculty, researchers, visitors, and families from 90 countries. The position supports international scholar services and J-1 exchange visitor sponsorship. ISchO serves scholars only and does not serve international students. The Administrative Assistant 2 will act as an Alternate Responsible Officer and the primary contact for J-1 exchange visitor sponsorship requests. The role coordinates visa documents with department HR administrators, processes sponsorship requests and records, supports scholars and families, assists with office operations, and provides administrative support to advisors. This is a full-time position, primarily on-site on campus, with the possibility of one remote day per week. Candidates must be willing to work at the ISchO location. U.S. citizenship or lawful permanent resident status and a Criminal Offender Record Information (CORI) background check are required under U.S. Department of State J-1 Exchange Visitor Program regulations.

Requirements

High school diploma or equivalent.
At least three years of work experience.
Desire to work with international populations.
Experience with database record-keeping and reporting.
Experience with MS Office, including PowerPoint and Excel.
Excellent organizational skills and meticulous attention to detail.
Good oral and written communication skills.
Discretion in handling confidential information.
Ability to set priorities, multitask, handle a high work volume, collaborate as part of a team, and work independently.
Willingness to work at the ISchO location on campus.
U.S. citizenship or lawful permanent resident status.
Successful completion of a Criminal Offender Record Information (CORI) background check.

Nice To Haves

Bachelor’s degree in intercultural relations, international studies, or a related area.
SEVIS experience.
Familiarity with Sunapsis, Terradotta, or other database systems.
Work experience in academia and abroad.

Responsibilities

Act as Alternate Responsible Officer and primary contact for J-1 exchange visitor sponsorship requests.
Coordinate visa documents with department HR administrators.
Screen sponsorship requests, seek missing information, consult with ISchO advisors, and issue documents.
Monitor the SEVIS alert list.
Receive returned e-reminders and process extension requests.
Validate, update, and complete records in the ISchO database and SEVIS RTI.
Review reports and reconcile discrepancies.
Track scholars’ anticipated arrival dates.
Greet new scholars and families.
Assist with event planning and execution.
Make occasional presentations and answer inquiries.
Guide scholars to tax resources, family services, and other information.
Contribute to announcements and web updates.
Update and maintain office procedures manuals.
Order supplies and maintain office space.
Assist advisors with administrative tasks as needed and perform other duties.