Department ​
 
CSL OIA: Administrative Services

About the Department

​

The Office of International Affairs (OIA) is responsible for navigating immigration regulations and procedures; ensuring institutional compliance and oversight of visas; advising students, faculty, staff, other academic appointees (OAAs), postdocs, dependent families and hiring units; and developing and delivering trainings, workshops, and collaborative programming related to regulatory updates, pre-arrival/arrival resources, orientations and related legal matters.

Job Information ​
 

Job Summary:

Acts as front-line staff for anyone interacting with OIA on a general basis.  Provides immigration support to both the Student Services and Employee Services Teams.  Provides general clerical support in a fast-paced office.

Responsibilities:

The following responsibilities are 50% of the work.

• Provide general clerical support for all front desk operations, including but not limited to scanning, photocopying, faxing, filing, preparing mailing labels, and organizing.
• Ensure all inquiries are answered and/or routed appropriately in a timely manner.
• Distribute incoming mail and send outgoing mail as instructed.

The following responsibilities are 45% of the work.

• Greet and assist visitors, including but not limited to international students, postdoctoral researchers, staff, faculty, visiting scholars, government representatives, and University staff who visit, call or send e-mail to the office.
• Assist those seeking the services of the office in finding online information, including immigration forms, and provide standard information on forms needed for certain processes.
• Scan/copy/forward immigration-related documents and/or enter them into database systems, following standard office procedures.
• Assist new and transfer students, scholars, and employees with electronic check-in; upload check-in documents through accurate data entry and notify responsible adviser of visitor check-in; scan visitors' immigration and supporting documents and upload documents to immigration database.
• Provide travel endorsements for students and scholars (required signature by a 'designated school official – DSO' or 'alternate responsible office – ARO').
• Manage immigration document distribution – pick up, shipping, and electronic document transmittal.
• Reprint and ship or scan immigration forms as needed for students and scholars.
• Provide support letters requested by students and scholars, including travel support, maintenance of status, and social security number application letters.
• Conduct mail and e-mail communication with students, scholars and academic and administrative offices, such as confirmation that an immigration-related request has been received or documents are ready for pick up.
• Manage OIA's general email and telephone lines, and redirect inquiries to appropriate OIA staff.

The following responsibilities are 5% of the work.

• Performs other work as needed.

Competencies:

• Interact with individuals from many different countries and with a wide range of foreign accents required; manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, students, staff, faculty and others required.
• Aptitude for using electronic systems and programs required; ability to use/learn to use a range of position-related software applications required.
• Strong interpersonal and organizational skills, ability to multi-task, self-motivated energetic approach to work, and customer-friendly attitude required.
• Great attention to detail required; identify priorities, recognize and resolve or refer problems required.
• Work effectively with supervision and as a part of a team required.

Additional Requirements ​​
 

Education, Experience, or Certifications:

Education:

• High school diploma or GED required.
• Associates or Bachelor's degree preferred.

Experience:

• A minimum of two years of professional office experience required.
• Experience in a customer service setting required.
• Serving an international clientele preferred.
• Working in higher education preferred.
• Working at the University of Chicago preferred.

Certifications:

• U.S. citizenship or permanent resident status required by federal regulations required.

Technical Knowledge or Skills:

• Proficient with Microsoft Excel, Outlook, PowerPoint, and Word and Internet applications required.
• Learn and apply the basics of immigration processing at a level appropriate for this position required.
• Experience with database software preferred.

Working Conditions and Physical Requirements:

• Bend, crouch, or stoop.
• Carry or lift loads of up to 25 lbs.
• Feel, including perceiving size, shape, temperature, or texture.
• Hear, including making fine discriminations in sound.
• Sit for 4 hours or more.
• Use computers extensively for 4 hours or more.
• Make repetitive wrist, hand, or finger movements.
• Climb stairs up to 2 stories.
• Push/pull objects of up to 25 lbs.
• Stand for up to 2 hours.
• Travel to various off-campus locations.
• Effective audio-visual discrimination and perception.
• Use standard office equipment.

Pay Range:

• $20.54 - $30.07 per hour.

Required Documents:

• Resume/CV
• Cover Letter
• Three References Contact Information

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility ​
 
Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

No

Pay Frequency ​
 
Hourly

Pay Range
 
Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours ​
 
37.5

Union ​
 
024- Local 743, I.B.T. Clerical

Job is Exempt
 
No

Drug Test Required
 
No

Motor Vehicle Record Inquiry Required
 
No

Health Screen Required
No

Posting Date ​
 
2023-08-16

Remove from Posting On or Before ​
 
2024-02-16

Posting Statement: ​​
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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