Position Description: Part of the Next Generation Leaders (NGL) Program team, the Program Assistant provides support to the McCain Institute and the Arizona State University (ASU) Study Abroad Program in the J-1 Trainee visa process in compliance with State Department regulations and requirements, as well as monitors the NGL Global Network. His/her primary responsibilities include managing the J-1 Trainee visa caseload, as well as other support of the NGL and Policy Design Studio (PDS) programs. The Program Assistant ensures State Department compliance through understanding of and adherence to all applicable visa regulations, as well as Institute policy. S/he monitors and contributes to the NGL Global Network, the primary and direct link between the McCain Institute, NGLs and NGL alumni.
Process all required forms for J-1 Trainee visa applications. Arrange processing fee payments. Enroll trainees in health insurance coverage for trainees in fully-funded programs.
Interpret immigration regulations governing J-1 visas and advise trainees in the visa process. Arrange J-1 Trainee visa orientations.
Monitor regulatory updates and apply necessary changes to operations, forms, website, and advising practices to ensure ongoing compliance.
Maintain files and ensure consistency and accuracy with data in PeopleSoft and SEVIS.
Act as interface with federal agencies (including, but not limited to U.S. Homeland Security, Citizenship and Immigration Services, Immigration and Customs Enforcement, and the Department of State) as well as host organizations to ensure timely response and compliance with all requests, requirements, and regulations.
Coordinate responses to communications related to visa status transactions among the McCain Institute, ASU, trainees, government agencies, and host organizations to ensure timely availability of information.
Assist the NGL Program team by keeping track of public and internal postings, responses, and overall content material of the NGL Program Network; creating and maintaining the NGL invoice database in coordination with the finance department; and processing NGL applications and acceptance letters.
As requested/required, assists NGL and PDS program team with special projects and other assigned duties.
Minimum Requirement: Bachelor’s degree AND one (1) year of visa advising and regulatory experience, preferably with J-1 Trainee visas; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved. Federal regulations requires that the incumbent be a U.S. citizen or lawful permanent resident for certification as an Alternate Responsible Officer.
Knowledge, Skills, and Abilities:
Knowledge of U.S. visa regulations as they pertain to international trainees and interns, including SEVIS.
Knowledge of electronic visa tracking programs.
Skill in effective communication, both verbal and written.
Skill in establishing and maintaining effective working relationships in a diversified population.
Ability to work with support staff, provide leadership in assigned area, and mentor young professionals.
Ability to prioritize and work independently.
Ability to maintain confidentiality.
Proficiency in MS Office with strong knowledge of Excel and World.
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