Operations Specialist

Job Summary

The International Student and Scholar Services department at CU Boulder welcomes applications for the Operations Specialist position! As a member of the International Student and Scholar Services (ISSS) team, in this entry-level professional position, this role facilitates the overall operations for the department. In a fast-paced, high-volume environment, the Operations Specialist engages in duties such as but not limited to managing internal tracking required for compliance with federal regulations, distributing international student and scholar inquiries, scanning, sending, and indexing immigration documents, monitoring deadlines, and similar operational tasks. This position also may perform virtual and/or in-person front desk/reception duties and provides ISSS staff including the Director with administrative support for processes and projects.

This position may be hybrid (i.e., in the Boulder, CO office and from home) upon completion of training and demonstration of ability to perform duties independently.

What Your Key Responsibilities Will Be

Monitoring and Distribution of Incoming Requests and Inquiries:

• Distributes international student and scholar inquiries received via email to ISSS advisors in a fast-paced environment.
• Monitors, evaluates, and distributes large volumes of electronic requests (emails & form requests) from departments, international students and scholars to ISSS team members.
• Uploads and indexes documents into database and documents all interactions in electronic records management system.
• Responds to basic email inquiries.

Reporting and Document Preparation:

• Monitors and assigns alerts and other reminders in internal case management system.
• With advice from International Student & Scholar advisors, administers and coordinates Exchange Visitor related cases and alerts assigning them to the appropriate ISSS Exchange Visitor advisor, updates and maintains Exchange Visitor insurance information, and manages internal tracking required for compliance with federal regulations.
• Participates in preparation of appropriate employment-based visa and permanent residency applications to federal government agencies on behalf of the university.
• Monitors and assigns alerts and other reminders in internal case management system.

Team Operations:

• Provides entire ISSS team including Director with support and coordination for processes and projects related to international students and scholars.
• Serves as primary person responsible for administrative services including but not limited to: scanning and indexing, making copies, filing, scheduling meetings, reserving rooms, gathering agenda items for meetings, serving as building liaison, maintaining IT inventory recordkeeping, warehousing of retired equipment, taking minutes at meetings, email notifications, data entry, mailing and shipments, and other various operational tasks.

Front Desk Reception:

• Provides virtual and/or in-person backup front desk coverage for main entrance of office serving visitors for both Education Abroad and ISSS.
• Takes shift(s) at the front desk, provides breaks to other front desk personnel, fills in for vacations, etc.
• Answers phone calls on multiple incoming lines, greets visitors in person, answers inquiries, and provides accurate information and referrals.
• Follows office protocols for front desk staff for referring students to Education Abroad or ISSS advisors.
• Assists with managing the front desk phone operating system by facilitating troubleshooting with the Office of Information Technology.

Other Miscellaneous Duties:

• Assists with projects within the ISSS office to enhance efficiency and customer service, e.g. development of internal processes and communications such as handouts and forms, communications updates, and website revisions.
• Participates in and helps implement ISSS team meetings and retreats, new international student orientation, social and educational programs for international students & scholars, etc.
• Engages in professional development and compliance training opportunities.
• Other duties as assigned.