Front Desk Advisor
Apply nowJob no:496532
Working Title:Front Desk Advisor
Official Title:University Services Associate 2
Employment Class:University Staff
Terms of Employment:Continuous
Position Summary:This position is responsible for study abroad enrollment management, advising and customer support, student & staff hiring and search processes, peer advisor coordination, and event planning. This position serves domestic students, international students, parents & family members, community members, university staff and university professors who visit, call or email the office in relation to study abroad, study away, National Student Exchange, English Language Support, Immigration Advising, and International Admissions. Under general supervision of the Director, this position provides customer service as the initial point of contact for the office and requires a high degree of familiarity with OIE programs, events, policies and procedures.
Responsibilities10% Customer Support
First point of contact to greets visitors in person and on the phone.
Addresses questions and issues in person, on the phone and via email and provides follow-up when necessary; refers visitor/caller to another staff member or to the correct office at UWO when appropriate.
Communicates with Student Accounts, Cashiers, Academic Advising, the Registrar’s Office, etc. to develop or clarify processes and resolve issues related to the position.
10% Immigration Advising & Compliance
Provides immigration advising on federal and state regulations pertaining to change of address, change of phone, change of email address, accessing a social security number as a non-immigrant, accessing a driver’s license as a non-immigrant, finding employment on campus, and beginning employment on campus as a non-immigrant.
Performs SEVIS (federal system) data entry for all J-1 and F-1 visa holders, including creation of initial I-20’s and initial DS-2019’s, change of address, change of phone, change of email, and registration at the beginning of each term.
Signs immigration documents for travel, as per immigration regulations.
Addspositive service indicatorsto all inbound Initial Status and Continuing students’ PeopleSoft records to remove ability to drop below full-time enrollment.
Confirms inbound student full-time enrollment at the beginning of each semester.
Collects F- and J-related immigration-related documents upon arrival to the U.S.
Completes inbound student health insurance enrollment.
5% OIE Study Abroad Data Management & Policy Compliance
Maintains a training document for department-based PeopleSoft study abroad/away course builders; reviews all study abroad/away courses built by departments in PeopleSoft to identify errors and conduct outreach to correct mistakes.
Builds placeholder courses (EXT STDS) in PeopleSoft for inbound and outbound programs and students.
Builds internship abroad courses in PeopleSoft for Career Services and communicates with Career Services on course details.
Responsible for the accuracy of study abroad-related data reported to UW System through PeopleSoft. Ensures data integrity by cross-checking course lists in an internal OIE database against PeopleSoft; follows up to resolve discrepancies before UWO reporting is due to UW System.
Generates study away course enrollment forms for enrollment by the Registrar’s Office; completes early enrollments for individual students as needed.
Addspositive service indicatorsto all outbound semester exchange students’ PeopleSoft records to remove ability to add enrollment.
Retains and purges study abroad/away participant-related application documents according to state-approved OIE retention policies.
50% Study Away Advising
Advises study abroad and study away applicants on the application process, required materials, submission deadlines, payment deadlines, orientation dates, special student (graduate & undergraduate) application, credit overload application, and how to request financial aid for study abroad/away.
Collects all application materials.
Reviews the full application for missing documentation, accuracy and responses that trigger secondary processes, such as:
Proactively and regularly contacts applicants who have submitted incorrect information and/or are missing materials and sends regular reminders to applicants with deadline reminders.
Maintains a paper filing system for applications that mirrors the online workflow, for risk management purposes.
Advises and presents to study abroad and study away applicants, in the OIE and at campus advising events, on course enrollment, course transfer, health insurance, program eligibility, applying for passports, scholarships, the effect of study abroad on graduation, the withdrawal process, and other topics relevant to 80+ study abroad/away programs.
Advises at the semi-annual Study Abroad Fairs; staffs the OIE booth.
Liaises with the Dean of Students Office on student disciplinary checks.
Manages special student forms, including submission to Admissions for processing and communication with students on student ID, UWO email address, access to TitanWeb, and using D2L.
Advises students on late add and late drop procedures; completes and submits late add and late drop forms to the Registrar’s Office when appropriate.
10% Event & Staff Travel Coordination
Works with other OIE staff to establish dates, times and locations for yearly calendar of events.
Plans and executes an end-of-semester farewell celebration for departing inbound students.
Supports on- and off-campus OIE guest visits by making room reservations, arranging for room set‑up, selecting menus, ordering food, preparing meal requisitions, preparing handouts, arranging for equipment, attending events to ensure logistical support and address issues that arise, etc.
Supports on- and off-campus orientations, meetings, receptions, and special events by making room reservations, arranging for room set‑up, selecting menus, ordering food, preparing meal requisitions, preparing mailings, preparing handouts, arranging for equipment, organizing and supervising volunteers, hiring and supervising student assistants, etc.
10% OIE Student & Staff Employment Coordinator & Peer Advisor Supervisor
Serves as HRS Staff and Student Employment Coordinator, performing duties as required by HR.
Participates in training in relation to HRS coordination for students and staff.
Student Positions (paid and unpaid)
Develops and maintains a student employment application and application intake system.
Determines job classification and pay rate.
Posts job openings on TitanGold.
Schedules and participates in interviews when needed.
Notifies applicants of selection decisions.
Hires selected applicants following university procedures.
In collaboration with the Financial Specialist, determines annual pay increases and recommends these to the Director.
Approves student hours for paid positions in HRS; monitors student hours against overtime rules and maximum budget; communicates anticipated changes to funding needs to Financial Specialist and Director.
Classified and unclassified staff search and hiring processes
Completes recruitment paperwork following HR and Affirmative Action Office guidelines.
Collects application materials; maintains candidate files;
Tracks application and AA/EEO materials.
Develops and sends correspondence to candidates in relation to the status of their applications, the search/hiring timeline, and responses to routine questions.
Coordinates and schedules interviews for candidates.
Coordinates candidate travel and hotel accommodations.
Completes and submits candidate travel expense reports.
Participates in interviews.
Communicates relevant training opportunities on campus to new OIE staff.
Supervises and determines work schedules.
Develops written procedures and provides training.
Manages Peer Advisor workload and prioritization of tasks
Completes program assessment bi-annually
Performs Peer evaluations twice per semester.
Maintains a directory of Peer Advisors, including contact information and work hours, for staff reference.
Maintains responsibility and oversight for the following Peer Advisor tasks:
Responding to about 50% of the email sent email@example.com;
Outbound application intake advising & processing;
Maintaining a mirror database of study away enrollments, housed on a separate server from the online study away application system, for risk management purposes;
Distributing mail and faxes to OIE staff;
Completing DPRs to return application fees to withdrawn outbound students;
Other tasks as requested by OIE staff.
Develops and maintains an office manual documenting position responsibilities and position contacts; documents and references HR materials for new OIE staff and student employees.
Performs initial intake and data entry for all incoming Applications to Offer aGroup Study Away Program.
Maintains supplies of study away flyers.
Generates study abroad course and tuition fee lists for Financial Services.
Compiles and disseminates study away program evaluations; coordinates with Testing Services to create usable scantron evaluation response forms.
Troubleshoots minor problems with printers, scanner, copier, and other office equipment; initiate requests from IT to address larger issues; changes toner for printers; and keeps paper in supply.
Maintains and orders office supplies; orders equipment and completes special orders.
Initiates all Document Services work, ensuring correct accounts are charged for work completed.
Completes deposit slips and deposits checks.
Utilizes university training opportunities to maintain up-to-date knowledge and skills.
Seeks off-campus professional development opportunities as appropriate, when funding is available.
Maintains confidentiality as appropriate under the Family Educational Rights & Privacy Act/FERPA and as per related UW Oshkosh policy.
Participates in weekly staff meetings.
Completes special projects/other duties as assigned.
Assists, when necessary, in making logistical arrangements for customized inbound programming. [backup to the English Language Support Coordinator and Inbound Program Interns]
In addition to the SEVIS duties above, provides support in data entry in the Student & Exchange Visitor Information System (SEVIS). [backup to the International Student Advisor; must be a U.S. Citizen or Permanent Resident per Federal regulations]
Manages enrollment on individual programs and communicates enrollment numbers to program leaders and department liaisons weekly. [backup to the Study Abroad/Away Coordinator]
Assign seats to applicants following OIE Policy [backup to Study Abroad/Away Coordinator]
Required:• Initiative and ability to work independently without close supervision
• Ability to organize and prioritize multiple tasks, performing successfully and with composure
• Strong customer service and effective oral and written communication skills, with the ability to interact diplomatically with a diverse group of individuals, including domestic students, non-native speakers of English, and people from many different cultural backgrounds
• Advanced proficiency in MS Office (Word, Excel) and intermediate proficiency in Publisher; ability to learn additional software packages as required
• Ability to address problems both independently and through teamwork and consultation.
• Attention to detail
Applicants must submit thefollowing documents using the online application:
Cover letter, Resume, and contact information for three references
For questions regarding your application and additional options to apply, contact Human Resources firstname.lastname@example.org 920-424-1166.
TO ENSURE CONSIDERATION: Applications received by October 26, 2018, are ensured full consideration.Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
Advertised:12 Oct 2018Central Daylight Time