The Office of International Education is seeking an efficient, highly-detail oriented, (temporary) Office Assistant.

The successful candidate must have strong organizational, interpersonal, and communication skills, as well as composure and the ability to work well under the pressure of a busy office environment. The ability to handle multiple tasks, with a high level of complexity, simultaneously as well as the ability to prioritize and complete tasks in a timely manner, exercise judgement and maintain confidentiality are critical as is a willingness to assume responsibility and work collaboratively. Experience with various computer applications, including Microsoft Office products is expected.

This position is responsible for assisting with the preparation of visa documents to new students and scholars as well as assisting a busy reception area, interfacing with and providing basic information to students and scholars, and for providing general administrative support to staff in the Office of International Education (OIE). Responsibilities include: data entry related to visa document creation and mailing; entering and checking student data in multiple databases; telephone coverage; answering general and complex questions about procedural and matters; answering basic immigration document-related questions; and handling large quantities of correspondence related to immigration documents. The position will assist with maintenance of federal international student/scholar records, admissions related processing of visa documents and other related administrative tasks related to visa document creation. The position has access to protected information under FERPA as well as access to student/scholar financial information.

The hiring department is especially interested in qualified candidates who can contribute, through their work/life experiences to the diversity and excellence of the academic community and our engagement with a multicultural student body. This position is a full-time, temporary, position of approximately 6 months' duration.

Requirements

• Minimum Education: Associate's Degree or equivalent combination of training an experience required; bachelor's degree preferred
• Minimum Experience: 2 or more years clerical and/or office experience, including word processing or database entry experience
• Minimum Skills: Strong organizational, interpersonal, and communication skills, as well as composure and the ability to work well under the pressure of a busy office environment. Excellent clerical, analytical, problem solving skills including the ability to handle multiple tasks, with a high level of complexity, simultaneously as well as the ability to prioritize and complete tasks in a timely manner, exercise judgement and maintain confidentiality are critical as is a willingness to assume responsibility and work collaboratively. Must be able to work quickly with a high degree of accuracy. Experience with various computer applications, including Microsoft Office products is expected. Travel, work or experience living abroad is preferred.

Responsibilities

• Assists with processing I-20s and DS-2019s for new and continuing students and scholars; updates student and scholar database; corresponds with students, scholars and departments and electronically ships or mails visa documents;
• Provides back up support for front desk reception: receive and welcome walk-in customers and phone customers, respond to general office emails, answer basic immigration questions as well as answering questions on non-immigration, study abroad and procedural matters
• Administrative work including routine database and paper file updates/maintenance, file inactivations, assistance with tasks/projects for advisors, Study Abroad support and general filing
• Acts as a liaison or contact person with other university departments;
• Assists in the research, preparation and processing of information.
• Assists with the workflow within the department.
• Recognizes the opportunity for process improvement and participates in the implementation.
• Attends various meetings within the department. May serve on inter-departmental committees.

CMU's COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see Minimum Requirements to Return to Campus for details regarding the university's current COVID-19 mitigation requirements.

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Full Time/Part time

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