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You are here: The Job Explorer > Job Description > Student Services > Documentation Coordinator Oia Responsibilities

Documentation Coordinator Oia Duties

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The person in this position provides Immigration Documentation Support for the F and J visa Categories as well as support for the processing of Permanent Residency petitions. The position involves data creation, entry, and maintenance along with other various clerical duties, including, but not limited to, creating and maintaining an extensive filing system, and scheduling staff meetings as well as Permanent Residency appointments for the Associate Director of Immigration. The person in this position must participate periodically in training to maintain a knowledge base of federal regulations of visa categories and residency requirements. This position requires a high degree of organizational skills, ability to multi-task, and an extremely high level of accuracy in the work produced. The person in this position must be able to obtain DSO status for Homeland Security and ARO status for the Department of State.


Specific duties include, but are not limited to:

Create and maintain all files related to international students, maintaining a high level of confidentially with files containing sensitive and personal information (i.e. immigration documents, bank statements, health records) and retaining files per regulation set forth by Homeland Security, Department of State, Department of Labor, and Board of Regents and comply with FURPA in regard to release of information.

Provide administrative support and data entry for I-1440 SEVIS database system, keeping track of expiring international students by running reports monthly in I-1440.

Contact internationals regarding status via letters and emails 'regarding the expiration of their status. Contact 60 and 30 days prior to date and research for accurate contact info.

Design and maintain tracking database for active and archived international student/scholar/faculty/staff records.

Compile data and submit statistics for the Institute of International Education Open Doors Report, a national survey conducted and published once a year.

Process citizenship code changes in the UGA main data system.

Serve as a Public Notary for documents required by federal agencies and maintain a notary log.

Create initial files for Permanent Residency (PR) applicants, designing and maintaining a database for tracking each step of the application process to comply with Department of Labor, Alien Labor Certification requirements.

Communicate with departments who have PR applicants processing petitions via the Labor Certification Process regarding timing and documentation collection.

Meet with individuals pursuing PR via special and basic handling to provide guidance on the extensive, complex and time sensitive application, advertisement and posting requirements.

Forward communication to sponsoring departments and individual applicants on the progress of their PR petition and responses received from state and federal agencies.

Respond to additional inquiries from federal agencies related to the application.

Update and maintain current information and critical links related to permanent residency on the OIE-Immigration Services website.

Provide sponsoring departments with information related to the maintenance of personnel files and applicant pool information according to federal regulations.

Monitor the maintenance of records and supervise the archiving of applicant files.

Provide all other assistance, support, and back-up as needed by Immigration Services.


Minimum: 2-3 years of progressive experience working with federal regulations in a university setting and 3-5 years of experience in a position requiring a high degree of responsibility, analytical ability and supervisory skills. Bachelor's degree plus one year experience in field preferred.

Good computer skills; demonstrated experience using Windows, Microsoft Office software, I-1440 database, and SEVIS preferred.

Excellent analytical, communication and writing skills.



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