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

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 [email protected] 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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.