Office Assistant (Temporary) – Office of International Education - Office of the Provost

The Office of International Education (OIE) is seeking an efficient, highly-detail oriented, (temporary) Office Assistant to join the team. 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. The role involves data entry for visa document processing, managing student records, answering inquiries about procedures and immigration documents, and handling correspondence. Additionally, it includes assisting with federal student/scholar record maintenance, visa document processing, and accessing protected student/scholar information under FERPA.

This position is a full-time, temporary, position with an expected duration of approximately 6 months.

Core responsibilities include:

• Assists with processing l-20s and DS-2019s for new and continuing students and scholars; updates student and scholar database; corresponds with students, scholars and departments and electronically send 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 inactivation’s, assistance with tasks/projects for advisors, Study Abroad support and general filing, other miscellaneous job-related duties as assigned
• Assists with processing l-20s and DS-2019s for new and continuing students and scholars; updates student and scholar database; corresponds with students, scholars and departments and electronically send 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 inactivation’s, assistance with tasks/projects for advisors, Study Abroad support and general filing, other miscellaneous job-related duties as assigned

You should demonstrate:

• Strong organizational, interpersonal, and communication skills, as well as composure and the ability to work well under the pressure of a busy office environment
• 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
• Ability to exercise judgment and maintain confidentiality are critical as is a willingness to assume responsibility and work collaboratively

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• Associates Degree or equivalent combination of training and experience required; bachelor’s degree preferred.
• 2 or more years clericals and/or office experience, including word processing or database entry experience
• Strong organizational, interpersonal, and communication skills, as well as composure and the ability to work well under the pressure of a busy office environment.
• 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.
• Ability to exercise judgment 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 with emphasis on Microsoft Excel

Requirements:

• Successful pre-employment 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 the sponsorship of an employment visa for this opportunity.  Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.
• Duration: This is a full-time, temporary, position of approximately 6 months’ duration.

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