Office Support Specialist – International Student and Scholar Services (Hybrid)

University of Illinois Urbana-Champaign•Urbana, IL

2d•$43,731•Hybrid

About The Position

International Student and Scholar Services at the University of Illinois Urbana-Champaign has an opening for an Office Support Specialist. This role provides specialized administrative support, including front desk customer service, to students, faculty, staff, scholars, and departments. International Student and Scholar Services is committed to providing high-quality, culturally sensitive services to create an environment conducive to a successful educational, personal, and professional experience for the university's international population. The department serves approximately 15,000 international students and scholars through advising, immigration services, programming, advocacy, and outreach.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of a combination of college coursework in any curriculum (30 semester hours = 1 year, Associate’s Degree = 18 months, Bachelor’s Degree = 36 months) and/or work experience performing office/clerical activities, including the use of computer systems.
One (1) year (12 months) of work experience comparable to the second level of this series.

Nice To Haves

2 years’ experience in an international office.
Extensive knowledge of federal immigration rules, regulations, policies, and procedures, as well as academic rules and regulations; ability to communicate, interpret, and apply them.
Extensive knowledge of responsibilities and duties of advising staff.
Computer and word processing knowledge and skills (Microsoft Office Suite, Sunapsis, Banner).
Ability to work closely and respectfully with coworkers, students, faculty, and staff.
Ability to retain confidential information.
Must always show a high level of professionalism in written and verbal communication.
Ability to tolerate stress and work under pressure while maintaining a level of efficiency required by the office.
Meticulous attention to detail.
Ability to task shift from one task to another with minimum errors.
Ability to communicate effectively with students, scholars, and faculty from many countries, some of whom English is a second language.

Responsibilities

Welcome international visitors, students, and staff, acting and responding independently based on knowledge of unit activities.
Maintain and compile statistics on points of contact for ISSS office leadership.
Maintain the front desk and lobby area, including opening and closing the office.
Screen incoming inquiries (phone, in person, and email) regarding student or scholar immigration status, university policies, applications for immigration forms, and general resources.
Determine appropriate protocol, schedule appointments, and redirect inquiries as needed for international student and/or scholar advisors within established time frames.
Distribute incoming electronic requests to advisors within the Sunapsis system.
Create and review office-generated forms, such as work authorization letters of eligibility and payroll tax letters, and handouts.
Scan miscellaneous correspondence, including withdrawal/cancellation forms, to appropriate departments.
Prepare packets for departmental contacts and international faculty, staff, and scholars.
Monitor inventory of packets.
Maintain office files, including electronic and paper files for students, faculty, staff, scholars, and/or visitors, ensuring reception of correct immigration documents.
Prepare information/welcome folders for IIP visitors and guests.
Prepare documents such as labels, lists, forms, or various certifications.
Review, sort, and distribute incoming mail for International Student and Scholar Services.
Prepare outgoing mail for special handling (FedEx, UPS, USPS).
Provide iSTART access and instructions for students, scholars, and new departmental contacts.