Program Specialist 2, International Programs

Skagit Valley College•Mount Vernon, WA

2d•$3,827 - $4,980•Onsite

About The Position

The Program Specialist 2 works under general direction and serves as a primary point of contact for new international students, managing the admissions process using the Student Management System (PeopleSoft) and the Student and Exchange Visitor Information System (SEVIS), and providing essential customer support for students. This position performs work that supports SVC's international students in the areas of immigration, admissions, registration, enrollment, housing, and student life. The Program Specialist provides information and assists students by making referrals and/or serving as liaison to other departments such as financial aid, workforce grants, advising, and student life. The job is a 100% full-time, classified position working 40 hours per week onsite at the Mount Vernon Campus with a flexible schedule to accommodate limited evening hours. The position works in an environment where technology must be infused into all enrollment service processes while ensuring confidentiality and the utmost professional service delivery. Inbound and outbound communications may include face-to-face interactions, telephone, and online customer service.

Requirements

High school completion/diploma, GED, or equivalent
One (1) year of experience providing clerical support that includes data entry, phone, and email management, as well as the ability to manage multiple priorities
Ability to successfully complete U.S. Department of Homeland Security Designated School Official (DSO) training and maintain authorization to access SEVIS
Basic technology skills used to maintain student files, data reporting, and generating reports
Effective interpersonal communication
Computer and technical skills including software programs, spreadsheets, databases, and word processing
Use general office equipment
Maintain strict confidentiality with student records in accordance with FERPA as well as private testing company guidelines
Use Microsoft Office, CRM- TARGET X, SEVIS, the Internet, and search engines
Respect and maintain confidentiality
Use judgment and critical thinking to resolve problems or issues using principles of collaboration and continuous improvement
Make timely decisions without sacrificing quality even under ambiguous circumstances
Actively work to continuously improve job effectiveness and efficiency
Actively contribute to a work environment that embraces diversity and uses diverse perspectives
Address problems and issues in an open, constructive, professional manner
Understand and follow applicable laws, regulations, and standards to establish and maintain a safe work environment
Effectively organize multiple assignments
Effectively communicate information and ideas orally and in writing
Promote the welfare and best interests of the students at all times
Perform assigned duties in a manner consistent with applicable laws, regulations, and goals of the institution, community, and technical college system

Nice To Haves

Associate degree or higher
Two (2) years or more of experience in providing excellent customer service to a diverse clientele in Student Services, International Programs, Enrollment Services, Admissions, Registration, Financial Aid, or related area, or in a program specialty that provides similar services to a specific population
Prior experience with SEVIS
Prior experience working with international students

Responsibilities

Monitor and process admissions applications for new international students following admissions standards set by the Student and Exchange Visitor Program (SEVP) and the Student Services Division of Skagit Valley College; Monitor portal for new international applications; create ctcLink accounts for students and set up I-20, SEVIS number, RINT, residency, and G06 indicators; identify issues related to the admissions process and develop new plans to address issues; Ensure international students are coded correctly in ctcLink and SEVIS; Provide comprehensive customer service to students navigating through admissions, registration, and placement; Respond to inquiries in person, via the telephone, and international admissions email accounts; develop accurate responses, provide resolution, and follow through with complex questions; Monitor International Program (IP) email, triage, and send email responses; Collect application materials; enter into IP tracking spreadsheet; and escalate emails to IP Director based on decision tree; Support the entry process by referring international students to testing and cashiering. This includes assisting/referring students for English for academic placement and Accuplacer testing; Direct students to testing and cashiering. This includes assisting/referring students for English for academic placement and Accuplacer testing; Ensure all new international students are assigned a Navigator or Faculty Advisor, including students who are transitioning from intensive English Language Program to a college certificate and degree program; Refer students to the navigator or faculty advisor for referrals to community and campus resources as needed; Provide academic records to the High School Completion Counselor for HSC students; Support IP programming; assist with logistics for events; maintain updated handbook outlining academic and institutional policies for international students; edit IP student resources such as Canvas shell, handbook, Instagram account, etc.; Under the direction of the supervisor, provide support regarding the IP website; submit corrections to marketing; work through the SS structure; work in conjunction with the IP Director and Marketing & Web Services to keep the IP website up to date; Run ctcLink Queries (or other systems) and prepare reports that represent IP data. Create monthly dashboards on IP metrics; Assist IP Director in support of recruitment efforts as assigned.
As the lead Designated School Official, issue I-20s, track and report student immigration documents utilizing the Student and Exchange Visitor Information System (SEVIS) record management system; Complete the student registration process in SEVIS; Monitor student records to ensure SEVIS compliance and report issues to IP Director; Utilize up-to-date United States Citizenship and Immigration Services (USCIS) information pertaining to student SEVIS records; Interpret immigration policies and CFRs in conjunction with the IP Director and other DSOs on campus; Process SEVIS documentation for OPT/CPT; review pertinent documents; Verify immigration related regulations for F-1 and ensure documents are updated and accurate; Notify the IP director of changes in student visa status; Collaborate with the Enrollment Services director of entry services to update data in the college data system (Secure 92/ctcLink); Refer students to the Counseling, Advising, and Navigation team for testing, admissions, academic programs of study/progress, and attendance (care team, tutoring, etc.); Send up-to-date program travel information to students to help them understand what resources are available to them during their stay in the United States. Example: confirmation of airport pick-up. This could include communication via email, social media outreach strategy, and the SVC website; Be the lead in the orientation process: send orientation reminders, conduct quarterly orientation sessions; follow up on paperwork; collect documentation; enroll students in LewerMark health insurance; and register students in SEVIS; When notified that a student is not meeting his/her financial obligations, send out template emails providing information on the student’s financial obligations; copy the IP Director and CAN as needed.
Serve as lead on student Housing (Homestays and on-site dormitories) Recruit and evaluate applications of potential homestay families; conduct in-home interviews, background checks, and determination of eligibility based on host family rules and guidelines; Ensure that all Homestay documents are updated on an annual basis; Provide orientation to host families; Follow up with housing inquiries by mailing out general homestay information, guidelines, and applications to prospective host families and students; Communicate housing information and placement to new international students and to contracted homestay partners prior to arrival; Maintain a current database of homestays that includes: Active versus inactive status Student placements Housing agreement Financial obligations Conduct Washington State Patrol Criminal History Check related to homestay families; Schedules individual meetings within the first and second week of arrival between students and host families for review, explanation, and acceptance of the “Host-Student Homestay Agreement”; Refer academic student disciplinary issues to the conduct officer as per college policies; Concerns between student, host family, and other possible roommates are assessed and documented and reported to the supervisor and the Director of IP for resolution, when needed; Facilitate alternative housing in consultation with student housing and Director of IP when needed. This includes alternative housing for sick students and when it is necessary for the health and safety of the student and/or host family; Serve as liaison between student and off-campus housing apartment managers as needed; Collaborate with CVV Director and track student housing availability; On a monthly basis, send appropriate template emails, payment reminders to rental programs and agreements, monitor rental payments, utilities, and other housing obligations.
Attend events as assigned; May support student and community specialized programs and events such as convocation, commencement, summer bridge, student life, etc.; May provide supervision of student support staff or volunteers, as assigned by supervisor; Represent the department at various meetings, campus events, and conferences as assigned; Attend staff meetings (IP meetings and others)); Provide supervisor with ongoing project updates and provide input for division's Board reports; May attend professional development activities, conferences, and meetings as assigned by supervisor; Perform other duties and provide logistical support with special projects, as assigned.