International Student Specialist

New Haven, New Haven County
Jun 07, 2014

STARS Requisition Number 25426BR
Department Intl Students Scholars
University Job Title Senior Administrative Assistant
Posting Position Title International Student Specialist
Bargaining Unit L34
Job Category Clerical & Technical
Type of Employment Full Time
Duration Type Regular
Salary Grade D
Work Location Central Campus
Worksite Address 421 Temp
Work Week Standard (M-F equal number of hours per day)
Position Focus: Under minimal supervision of the Senior Assistant Director, provides high level administrative support for the Office of International Students and Scholars (OISS), a highly trafficked office. OISS serves as a primary campus resource for international students, scholars and their families, fostering a sense of community by offering orientation for new arrivals and hosting programs and activities throughout the year and assisting with a range of student and scholar needs including advice about immigration and employment regulations. This position manages all aspects of OISS' interactions with newly admitted international students, including liaison with all Yale admissions offices, pre-arrival communications, and issuance of visa documents through the Department of Homeland Security (DHS) database (SEVIS.) Other duties include the maintenance of international student and scholar data ensuring data integrity for federal compliance and reporting, occasional support at the front desk and involvement in OISS orientation and programs. Ultimately this position may include the responsibilities of a DHS Designated School Official (DSO).
Department URL Address: Click here for more information
Principal Responsibilities 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1: Excellent interpersonal skills in working with students, faculty and staff of diverse national and linguistics backgrounds. Demonstrated ability to work collaboratively. Excellent record of attendance.
Required Skill/Ability 2: Demonstrated ability to maintain high level of productivity with changing priorities and frequent interruptions and to organize and prioritize fluctuating workloads. Accuracy and attention to detail critical.
Required Skill/Ability 3: Demonstrated ability to make sound decisions and employ effective problem-solving techniques. Demonstrated ability to balance varying demands of office visitors and staff and handle pressure and conflicting demands calmly and professionally.
Required Skill/Ability 4: Strong organizational and communication skills, including demonstrated ability to communicate effectively, both verbally and in writing, with individuals at all levels in the organization to explain policies, regulations, and procedures.
Required Skill/Ability 5: Excellent computer skills, including Microsoft office suite (particularly Excel), Outlook, social media, web editing and database management. Ability to work in Yale's systems such as Banner and/or Oracle.
Preferred Education, Experience and Skills: Bachelor's degree. Study, travel or work experience outside the U.S. and a proficiency in a language besides English. Familiarity with US immigration and tax regulations in an academic setting. If serving as DSO, must be a U.S. citizen or permanent resident to assume signing authority to immigration documents. General knowledge of University and city resources, Yale policies and procedures.
Physical Requirements: A level of physical fitness, as position involves frequent getting up and down, walking between the first and second floors, bending and reaching for files, as well as straightening and moving furniture.
Weekend Hours Required? Occasional
Evening Hours Required? Occasional
Drug Screen No
Health Screening No
Background Check Requirements All External candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.
Posting Disclaimer The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
Yale University is an affirmative action/equal opportunity employer. Yale values diversity in its faculty, staff, and students and strongly encourages applications from women and members of underrepresented minority groups.