Document Manager - Office of the Provost - Office of International Education

The Office of International Education is seeking a Document Manager to join the team! The Document Manager plays a vital role in providing specialized support to the Office of International Education (OIE) and the international students & scholars, as well as the departments utilizing OIE services. This support is facilitated through the Document Manager's role as a Designated School Office (DSO) and Alternate Responsible Officer (ARO), necessitating a deep understanding of federal regulations and policies concerning F & J immigration status, and proficiency in utilizing a federal database (SEVIS).

Moreover, this position entails frequent interaction with representatives from the US Department of Homeland Security/Immigration & Customs Enforcement or the US Department of State. Given these responsibilities, the Document Manager must possess exceptional attention to detail, ensuring accurate data entry and maintaining data integrity consistently. Additionally, they must demonstrate adept problem-solving skills, maintain composure in challenging situations, adhere to deadlines, effectively prioritize tasks, and manage work efficiently even amidst frequent interruptions.

Furthermore, the Document Manager is entrusted with access to protected information under FERPA, as well as student/scholar financial data, necessitating the utmost discretion and integrity in handling sensitive information. This position serves as a cornerstone resource for both OIE colleagues and academic departments, providing crucial guidance on the documentation necessary for OIE to issue visa documents to international students and scholars. In collaboration with OIE Advisors, the Document Manager plays a pivotal role in developing streamlined business processes related to student/scholar requests.

The Document Manager takes an active role in facilitating mandatory orientation and immigration check-in for students, as well as delivering presentations to faculty and staff of the university. They also undertake the critical responsibility of reviewing international student data to ensure timely compliance with federal regulations. This includes tasks such as reporting changes in academic programs, processing student requests, inactivating records, and reporting arrivals/enrollments.

In addition to these responsibilities, the Document Manager may be assigned special projects that demand expertise in technology, information flow, creativity, and timeliness. Collaborating closely with other OIE staff, they contribute to providing comprehensive services while meticulously verifying and tracking the immigration status of international (and exchange) students and scholars.

Core Responsibilities:

• Manage document (I-20/DS-2019) issuance process and/or E-Form request processes for students and scholars and update student/scholar database relative to those processes.
• Review financial and other support documentation for visa document and E-Form requests.
• May lead or assist with annual review of the new student/scholar visa document process, including the updating of relevant forms (both paper and electronic), website coordinator manuals, and presentation of updates/changes to department coordinators across campus.
• Manage data flow between databases, report changes/updates to Homeland Security, conduct routine database maintenance, paper and electronic file maintenance and digital archiving.
• Liaise with academic departments on student/scholar issues.
• Coordinate the distribution of information & visa documents to new students/scholars and/or coordinate the processing of E-Form requests for continuing students/scholars.
• Track/review immigration documentation related to admission and enrollment and/or other areas such as work authorization, extensions of stay, changes of program or other processes related to continuing student/scholar status.
• Support institutional compliance and reporting obligations.
• Assist with other office tasks, projects and administrative matters (i.e. front desk coverage, filing, program and orientation implementation, email, as necessary
• Provide study abroad/exchange support, primarily with respect to the issuance of exchange student documents & record creation.
• Work on special projects and programs (i.e., Pre-departure sessions, orientation programs, re-acculturation) related to student preparedness/acculturation/health & safety.
• Maintain skills and seek out opportunities that offer professional development.
• Participate in e-Form development, testing and roll-out of related to issuance of new visa documents for students and scholars.
• Other duties as assigned that support OIE’s mission and the broader Carnegie Mellon community.

Inclusion and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who can effectively interact with a varied population of diverse audiences. We are looking for someone who shares our values and who will support the mission of the university through their work.

Minimum Qualifications:

• Associates degree or equivalent combination of training & experience
• At least 3 years of administrative support and database use
• Ability to pay close attention to detail, accurately enter data and consistently maintain data integrity; ability to recognize and solve problems; remain calm during difficult situations; set and meet deadlines; prioritize work; and work with frequent interruptions are required. 

Preferred Qualifications:

• Bachelor’s degree
• Experience working in an international office, using the SEVIS system, is strongly preferred.  Experience living, working, or studying abroad is also preferred.

Requirements:

• Successful background check

Additional Information:

• Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over sponsorship of an employment visa for this opportunity.
• Work Schedule: Some overtime may be required at peak times and/or to comply with federal reporting deadlines.

Joining the CMU team opens the door to an array of exceptional benefits available to eligible employees.

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance. 

Other perks include a free Pittsburgh Regional Transit bus pass, our Family Concierge Team to help navigate childcare needs, fitness center access, and so much more!

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

International Education

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: