Office for International Students and Scholars Operations Specialist (Hybrid) - Provost Office

LocationCLAYTON, MO 63130

Scheduled Hours37.5
Position SummaryThe Office for International Students and Scholars (OISS), the Operations Specialist ensures that the university complies with all internal policies and federal regulations related to visa sponsorship for foreign nationals. In this capacity, the Specialist maintains accurate sponsorship data, verifies and monitors documentation for compliance, and provides general guidance on onboarding foreign nationals. Additionally, the position advises university departments at every stage of the visa sponsorship process, offering detailed support on the required documentation and adhering to all relevant deadlines.
Job Description
Primary Duties & Responsibilities:
Immigration Compliance
Ensures compliance with university, HR, and federal regulations for immigration, data integrity and documentation. Maintains accurate and timely records.
Collects and systematically arranges visa sponsorship application materials for upload into OISS systems.
Processes and manages all visa sponsorship related transactions and petitions in accordance with both internal and federal timelines.
Tracks employment authorizations to confirm alignment with visa and immigration documentation, processing timely and accurate filings.
Generates and analyzes reports using systems such as SEVIS, Terra Dotta, Docketwise, and Workday.
Works with international scholars, employees, and university departments to validate the accuracy and completeness of application materials.
Uses expertise to oversee workflows, correct errors, conduct audits, and respond to inquiries about international employment status.
Monitors scholar immigration status to maintain lawful presence and manages communications regarding impending visa expiration's and work authorization renewals.
Serves as Designated School Official (DSO) and Alternate Responsible Officer (ARO).
Customer Service
Provides timely responses to departmental inquiries about visa sponsorship applications, immigration regulations, and work authorization.
Advises departments and divisions on hiring practices and maintaining valid employment status for international employees and scholars.
Assists incoming international scholars, stipend recipients, and employees with relevant policies and procedures.
Works alongside benefits, payroll, and other campus colleagues to address international employment and sponsorship matters, providing comprehensive support to foreign nationals.
Basic understanding of governmental regulations and tailors guidance to individual cultural contexts, ensuring clarity and compliance.
Directs individuals to appropriate university and community resources.
Development and Support
Stays updated on immigration regulations and best practices through ongoing training.
Serves as a member of the Operations Team and provides backup assistance to team members as needed.
Participates in process enhancement initiatives and business process testing to optimize workflows.
Performs other duties as assigned.
Working Conditions:
Job Location/Working Conditions
Normal office environment
Physical Effort
Typically sitting at a desk or table
Repetitive wrist, hand or finger movement
Ability to move to on and off-campus locations
Equipment
Office equipment
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.
Required Qualifications
Education:
Bachelor's degree
Certifications/Professional Licenses:
No specific certification/professional license is required for this position.
Work Experience:
Relevant Experience (2 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.
More About This Job
Required Qualifications:
Per U.S. federal regulations, must be a U.S. citizen or lawful permanent resident and provide proof of status.
Designated School Official (DSO) and Alternate Responsible Officer (ARO) within six months of start date. OISS will provide training.
Relevant experience in immigration services or human resources.
Preferred Qualifications
Education:
No additional education unless stated elsewhere in the job posting.
Certifications/Professional Licenses:
No additional certification/professional licenses unless stated elsewhere in the job posting.
Work Experience:
No additional work experience unless stated elsewhere in the job posting.
Skills:
Analytical Thinking, Cultural Diversity, Customer Relationship Management (CRM), Data Analysis, Data Assessment, Database Management, Data Entry, Data Interpretations, Interpersonal Communication, Managing Ambiguity, Microsoft Excel, Multitasking, Prioritization, Problem Solving, Recordkeeping, Relationship Building, Self Motivation, Service Oriented
GradeG10
Salary Range$49,700.00 - $82,100.00 / Annually
The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
Questions
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
Accommodation
If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
Pre-Employment ScreeningAll external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.