What are the responsibilities and job description for the Operations Specialist position at University of Colorado Boulder?
Summary
Job Summary
The International Student and Scholar Services (ISSS) team at the University of Colorado Boulder is hiring an Operations Specialist! This role facilitates the overall operations for the department. In a fast-paced, busy environment, the position performs duties such as managing internal tracking required for compliance with federal regulations, distributing international student and scholar inquiries, scanning, sending, and indexing immigration documents, monitoring timelines, and similar operational tasks. This role may perform virtual or in-person front desk/reception duties and provides ISSS staff with administrative support for projects and processes.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.
Who We Are
ISSS facilitates the entry, success, and retention of approximately 2500 international students and 700 international scholars. Our team advocates on behalf of international students and scholars (both within the university and to U.S. federal agencies) to ensure that they are afforded every opportunity to complete their educational, research, and/or professional objectives. We provide educational, social, and cultural programs that further the integration and success of the international population on campus and in the local community. ISSS strives to promote a greater understanding and appreciation for all cultures.
Responsibilities
What Your Key Responsibilities Will Be
Monitoring & Distribution of Incoming Requests & Inquiries:
The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .
Be Statements
Be collaborative. Be excited. Be Boulder.
What We Require
To Apply, Please Submit The Following Materials
Please apply by February 05, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Job Summary
The International Student and Scholar Services (ISSS) team at the University of Colorado Boulder is hiring an Operations Specialist! This role facilitates the overall operations for the department. In a fast-paced, busy environment, the position performs duties such as managing internal tracking required for compliance with federal regulations, distributing international student and scholar inquiries, scanning, sending, and indexing immigration documents, monitoring timelines, and similar operational tasks. This role may perform virtual or in-person front desk/reception duties and provides ISSS staff with administrative support for projects and processes.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.
Who We Are
ISSS facilitates the entry, success, and retention of approximately 2500 international students and 700 international scholars. Our team advocates on behalf of international students and scholars (both within the university and to U.S. federal agencies) to ensure that they are afforded every opportunity to complete their educational, research, and/or professional objectives. We provide educational, social, and cultural programs that further the integration and success of the international population on campus and in the local community. ISSS strives to promote a greater understanding and appreciation for all cultures.
Responsibilities
What Your Key Responsibilities Will Be
Monitoring & Distribution of Incoming Requests & Inquiries:
- Distribute international and sponsored student scholar inquiries to ISSS advisors within a fast-paced environment.
- Monitor, evaluate, and distribute large volumes of electronic requests from departments, international students, and scholars to ISSS team members.
- Upload and index documents into database, and document all interactions in electronic records management system.
- Respond to basic email inquiries.
- Monitor and assign alerts and other reminders in internal case management system.
- Assist in administering and coordinating Exchange Visitor related cases and alerts, assigning them to the appropriate advisor. Update and maintain Exchange Visitor insurance information, and manage internal tracking required for compliance with federal regulations.
- Be responsible for internal tracking of insurance required under federal regulations for over 500 international scholars and approximately 100-150 exchange students participating in the Exchange Visitor program.
- Participate in preparation of appropriate employment-based visa and permanent residency applications to federal government agencies on behalf of the university.
- Provide ISSS team with support and coordination for processes and projects related to international students (including sponsored students) and scholars.
- Serve as primary person responsible for administrative services including scanning and indexing, making copies, filing, scheduling meetings, reserving rooms, gathering agenda items for meetings, serving as building liasion, maintaining IT inventory recordkeeping, warehousing retired equipment, taking minutes at meetings, email notifications, data entry, mailing and shipments, and other various operational tasks.
- Provide virtual and in-person backup coverage of the front desk, serving visitors for both Education Abroad and ISSS.
- Take shift(s) at the front desk, provide breaks to other front desk personnel, fill in for vacations, etc.
- Answer phone calls on multiple incoming lines, greet visitors in person, answer inquiries, and provides accurate information and referrals.
- Follow office protocols for referring students to Education Abroad or ISSS advisors.
- Assist with managing the front desk phone operating system by facilitating troubleshooting with the Office of Information Technology.
- Assist with projects within the ISSS office to enhance efficiency and customer service, e.g. develop internal processes and communications such as handouts and forms, communication updates, website revisions, create and give presentations to campus community, social media updates, etc.
- Engage in the growth of ISSS diversity and inclusion efforts through appropriate trainings, outreach, and initiatives.
- Participate in and help implement team meetings, new international student orientation, social and educational programs for international students & scholars, etc.
- Engage in professional development and compliance training opportunities.
- This position has an anticipated work schedule of Monday – Friday during regular business hours. There may be a need for this position to work some evenings and weekends, depending on programming needs.
- This position may be hybrid (in the Boulder, CO office and from home) upon completion of training and demonstration of ability to perform duties independently.
- The salary for this role is $50,000 - $52,000 annually.
The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .
Be Statements
Be collaborative. Be excited. Be Boulder.
What We Require
- Bachelor’s Degree.
- Proficiency in using Microsoft Suit including Outlook, Teams, Word, and Excel.
- Familiarity with Qualtrics Survey software.
- Ability to learn and work with numerous database systems and applications.
- Ability to effectively connect with individuals of culturally unique backgrounds and non-native speakers of English, verbally and in writing.
- Ability to complete detail-focused tasks in a complex, fast-paced, and busy environment.
- Experience using multi-line phone systems.
To Apply, Please Submit The Following Materials
- A current resume.
- A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
Please apply by February 05, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Salary : $50,000 - $52,000
