Admission and Immigration Specialist

Payroll Title: Student Services Advisor 2

Job Code: 004574

Job Open Date: 10/24/2024

Application Review Begins: 11/08/2024; open until filled

Department Code (Name): UNEX (Professional and Continuing Education)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 18

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.00 to $32.70/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $25.77 to $43.58/hour.

Work Location: Kerr Hall 2160

Working Days and Hours: M-F; 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: In person during the probationary period; eligible for hybrid upon successful completion of probationary period

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

UCSB Extension, now known as Professional and Continuing Education, is an agile, self-supported UCSB Department offering professional courses and certificate programs to over 3000 students per year. We provide coursework on essential skills and expertise to compete in today's job market to all local and non-local students and professionals, corporate training and executive education. Our Open University program provides a gateway to the wealth of UCSB courses to all community members. Our International Programs enable visiting scholars and professionals from all over the world to experience the outstanding research and instruction at our top-rated University.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general supervision of the International Program Supervisor (Public Education Specialist 3, PES3), the Admission and Immigration Specialist is responsible for assisting the PES3 in planning activities, admissions and immigration, and advising for international student programs. Is responsible for the admission and immigration process, including supporting students and off-campus partners. Works on organizing international student events, including orientation and extra-curricular activities. Provides general support to international students. Is primarily responsible for following all international student inquiries from application to immigration, including processing visas, working with agents, and maintaining accurate records of international student rosters and their status. Maintains documentation and trains Customer Service representatives on troubleshooting common issues. Works closely with the PES3 to manage the day-to-day operations associated with existing programs and courses, assists as needed with custom and special programs, interfaces with international students' administrative staff and its support units to prevent and resolve problems related to course offerings, and oversees the general administration of assigned programs.

Required Qualifications:

• Bachelor's degree in a related area and / or equivalent experience / training.
• 1-3 years of experience in working with students, including planning activities, visa processing, admission, advising, and immigration in educational programs.
• Demonstrated familiarity with student immigration and visa processes pertaining to international students and scholars.
• Experience with academic advising and student admission.
• Demonstrated multicultural competencies; ability to work with diverse populations.
• Demonstrated experience with MS Office Suite, Google Suite or equivalent.
• Demonstrated excellent interpersonal and writing skills for collegial and professional exchanges with diverse audiences including students, parents of students, professional organizations, faculty, and staff.
• Possess the capacity to work effectively and serve as the principal point of contact with campus departments, faculty, staff, and students concerning the Program.
• Experience with Customer Relationship Management (CRM) software and/or ticketing systems.
• Demonstrated ability to develop budgets

Preferred Qualifications:

• Working knowledge of UCSB and PaCE policies and procedures as they relate to Program and student services and knowledge of courses offered by academic departments.
• Knowledgeable of Destiny (Modern Campus Lifelong Learning) business system and other University-specific computer application programs and pertinent databases.

Special Conditions of Employment:

• Must be a citizen or a lawful permanent resident of the United States.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 40% Student orientation, assistance & activities
  • Participates in all orientation activities in support of the PES3
  • Supports the PES3, sharing responsibilities as the first line of contact with international students.
  • Helps organize all extracurricular student activities (BBQs, breakfasts, off-campus activities, graduation, etc.)
  • Advises students about non-academic issues (housing, transportation, UCSB-related activities).
  • Works with Customer Success and Outreach (CSO) to address all assigned admission and immigration tickets.
  • Assists in the organization and implementation of short-term custom programs, including opening and closing ceremonies and all related activities.
  • Under the supervision of the Senior International Program Manager (PES4) performs all routine data uploads, making sure PaCE students are included in campus systems for contracted access and activities.
    
• 30% Immigration advising and I-20 Processing for F-1 Visa
  • Serves as a Designated School Officer (DSO). Coordinates student application information and subsequent immigration records with the U.S. Department of Homeland Security to issue documents authorizing students to enter the United States for study and provide immigration advice.
  • Is responsible for processing the I-20 applications and issuing the I-20 visas to students in a timely manner.
  • Prepares I-20 forms and all related communications documentation before the student arrives.
  • Works with the U.S. government's Student and Exchange Visitor Information System (SEVIS) and the USCIS online system.
  • Helps IT support to diagnose issues in the SIS and SEVIS systems integration.
  • Using established criteria, is responsible for the entire acceptance process for international students, including generating acceptance letters and invoices and sending acceptance packages to students and agents.
  • Proactively tracks international student status for immigration, payment, and billing, contacting students and agents, and alerting other PaCE staff to discrepancies or problems
  • Monitors academic status and audits their units to make sure students fulfill their visa requirements
  • Audits student grades at the end of the quarter and issue a warning letter if necessary
  • Terminates student visa status if required
    
• 25% Admissions Officer
  • Under the general supervision of the PES3, the Admission and Immigration Specialist oversees all program applications and admission processes, including:
    • Tracking student admission status
    • Reporting on admissions and enrollments
    • Advising students and agency representatives on admission procedures
    • Working with PaCE Customer Success staff to counsel international students regarding courses they wish to take at UCSB
    • Interfacing and coordinating with PaCE administrative staff, campus staff, and off-campus partners to prevent and resolve logistical and international student service problems.
      
• 5% Social Media Marketing
  • Conducts social media marketing, under the supervision of the PES4, and in collaboration with the Marketing staff.
  • Elicits student content following internal as well as University guidelines.
  • Helps in the creation of student help videos and other materials.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information

* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.