Program Specialist 3 - International Education

Program Specialist 3 International Education

Salary: $59,760 - $80,496* Annually

Classification: Classified

Reports to: AVP of Student Development & Engagement

This position will remain open for a minimum of seven (7) days. The College reserves the right to close the recruitment at any time after the minimum posting period once a sufficient applicant pool has been established. All classified positions will start their salary at Step A.

This position facilitates global academic experiences by guiding international prospects through the application and housing process, issuing admission letters and immigration documents in a timely manner, and ensuring compliance with relevant policies. Upon arrival, this position serves as the primary point of contact for international students by coordinating airport pickups, leading new international student orientation, supporting cultural adjustment, organizing International Club activities, and developing cultural programming. This position exists to enhance seamless international educational opportunities by promoting cultural exchange and academic growth. By streamlining the admission process and orchestrating smooth transitions into the American environment, this role fosters student immersion in diverse cultural settings, cultivates a sense of belonging in the International Student Lounge, and facilitates successful transitions for students pursuing education abroad. Ultimately, this role is integral in building an inclusive and enriching educational environment that transcends borders.

Essential Functions

Student & Exchange Visitor Information System (SEVIS)

• Maintain accurate and up-to-date SEVIS records for all F-1 and J-1 international students and exchange visitors by updating and verifying data to ensure compliance with federal regulations.
• Assist with compliance with federal regulations, SEVIS reporting requirements, and institutional policies.
• Review and analyze admission documents, and create and issue admission letter or/and I-20, or requested documents to eligible applicants and continuing students on F-1 visas.
• Monitor student enrollment, address changes, program extensions, and status updates in SEVIS by tracking, analyzing, and reporting changes to the PDSO and maintain regulatory compliance.
• Log up-to-date immigration-related fees and program costs by researching, documenting, and identifying trends.
• Maintain electronic and physical records securely, ensuring compliance with FERPA and state data retention policies.
• Assist students with the OPT process
• Assist F1 students with the SSN process

Increase Study Abroad Participants and short-term programs

• Assist with International Education initiatives and OC's Study Abroad program.
• Serve as a study abroad campus coordinator for Study Abroad Consortium.
• Attend the WCCCSA and other partners' meetings to represent Olympic College and gather information to share with OC students.
• Collaborate with internal departments to streamline program support services.
• Facilitate marketing and outreach efforts, including review, update, or creation of promotional materials, website content, and social media updates.
• Evaluate program effectiveness by collecting and analyzing feedback, student performance, and partner institution reports.
• Record and track databases and records to maintain accurate, up-to-date program participant information.
• Monitor student eligibility, application processing, documentation, and registration preparation to ensure compliance with program criteria.
• Lead continuous improvement initiatives to enhance program quality, efficiency, and student experience. Short-term program management (including logistics, programming, financial reporting, etc.)

International Student Support & Management

• Recruit, onboard, train, supervise, and mentor student employees, International Club leaders, and volunteers. Provide ongoing guidance to ensure they understand and adhere to office policies, customer service standards, FERPA regulations, and event coordination responsibilities.
• Front desk-related activities including but not limited to serving as the main point of contact for all international students, making appointments, answering phone calls, assisting students and visitors, and responding to inquiries.
• Prepare accurate commission payments to our trusted partners abroad and obtain approval from the AVP of Student Development and Engagement on a quarterly basis.
• Develop and execute a communication strategy for international students
• Identify challenges and provide recommendations and solutions to supervisor to address international student concerns
• Administer international student insurance enrollment and services, including registering students with the contracted insurance provider; assisting students with accessing coverage, insurance cards, policy information, claims, and reimbursement processes; serving as a liaison with the insurance provider; and coordinating with Accounting to process insurance-related payments and student refunds. Receive waiver request forms and verify qualifications based on institutional policies and approve and/or deny request forms. Add or remove insurance waiver indicator on ctcLink.
• Communicate with students to ensure quarterly payments are completed to ensure eligibility.

Student Programming

• Facilitate workshops or informational sessions for student leaders and volunteers on leadership skills, intercultural communication, and program planning.
• Recruit, interview, screen, and place volunteers for the Conversation Partner Program.
• Plan, organize, and facilitate effective language training and cultural exchange short-term programs for high school and college groups.
• Plan, collaborate, and promote events toward academic success and student-led retention-based programming, including cultural celebration, International Student Transfer Sessions.
• Serve as a advisor for International Club, provides guidance and feedback to the club officers to attend SGOC's club congress meetings, provide regular meetings, activities, and field trips.
• Design and implement programs that focus on enhancing the educational experiences of students, fostering inclusivity and cross cultural engagements (retention programming)
• Order office and event supplies for the department.

Maintain International student applications to ensure completed in a timely manner.

• Review international student online applications to ensure compliance and forms are completed, conducting follow-up as needed for incomplete applications.
• Assists applicants with timely housing application submissions.
• Create and distribute admission letters and I-20s to the appropriate application portal and send notices to accepted students.
• Verify appropriate level of English proficiency and generate Accuplacer vouchers to admitted students.
• Prepare monthly inquiry reports of potential students and provide them to the supervisor.
• Update data systems for tracking progress on application completion and international student arrival information such as visa status, placement testing, flight information, & housing.
• Coordinate with partner universities to issue updated 2+2 conditional admission letters for the international student admission process.

Plan and run new international student orientation

• Collaborate with the Residence Hall Manager to provide and/or provide airport pick-up services with student assistants and volunteers ad Kitsap Airporter as necessary.
• Gather new student information to confirm documents, housing, and transportation are completed to ensure that the student can attend new hire orientation.
• Conduct quarterly new international student orientation.
• Assign appropriate indicators and codes to international students' ctcLink accounts.

Homestay Management

• Recruit, screen, onboard, and support new homestay families, including assessing eligibility and suitability for participation in the homestay program.
• Conduct homestay family visits
• Coordinate student placement, move-in, and move-out processes.
• Develop and administer quarterly host family training sessions

Perform related duties as required and/or assigned.

• Attend staff meetings, trainings, and professional development events.
• Collaborate with Multicultural Center and Athletics staff to create a welcoming space in Building 10.
• Perform other duties as assigned that are related to the job description.

Qualifications

Minimum Qualifications

• Valid driver's license
• Intermediate computer competency, including Microsoft Office applications, Adobe Acrobat, Canva, basic website maintenance, and photo and video-editing abilities.
• Knowledge of a secondary language or experience living or travelling abroad.

• Bachelor's degree

Additional Information

Terms of Employment

Please note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered.

This is a full-time classified position scheduled to work 40 hours