Temporary Personnel Coordinator (J-1 Student Coordinator)

J1 Student CoordinatorLocation: Southeastern Massachusetts or Cape CodSchedule: Temporary, November - AugustPosition SummaryThe J1 Student Coordinator plays a vital role in supporting Shaw's and Star Market's international student workforce. This position ensures a smooth, compliant, and culturally enriching experience for J1 participants while supporting store teams across the region. The Coordinator serves as the primary liaison between students, stores, housing providers, and J1 visa sponsors.This role requires a high level of coordination, communication, and adaptability. The Coordinator will manage multiple moving parts across departments, vendors, and external partners to ensure that students are welcomed, onboarded, housed, and supported throughout their seasonal employment. Success in this role depends on proactive planning, attention to detail, and the ability to build strong relationships with store teams, housing providers, and community partners. The Coordinator must be comfortable navigating complex logistics, resolving issues quickly, and maintaining compliance with federal and sponsor regulations while promoting a positive and inclusive experience for all participants.Key ResponsibilitiesPre-Arrival CoordinationCollaborate with J1 sponsors to finalize student placements and hiring timelinesMaintain and update the J1 Hiring Spreadsheet on TeamsCommunicate with stores to designate support PCs and backup contactsSource housing leads and confirm host details (rent, utilities, photos, ownership verification)Track housing commitments and ensure students submit housing plans in sponsor portalsCoordinate bulk housing logistics and transportationSeek real estate and housing partners in key regionsContact previous hosts and housing providersPost housing flyers in stores and manage social media outreachCreate and maintain the Teams Hiring Page for the upcoming seasonInterviewing & Candidate EvaluationConduct virtual interviews with prospective J1 studentsReview student applications and housing plans prior to interviewsConfirm housing proximity and sponsor details before proceedingSend interview scheduling links and follow up with offer letters for approved candidatesMaintain communication with sponsors to finalize student approvals and placementsTrack interview outcomes and update hiring spreadsheets accordinglyOnboarding & OrientationPrepare and distribute onboarding materials: welcome bags, name tags, local guidesSchedule and facilitate store-level orientationsEnsure students complete I-9, W-4, and MyACI onboarding stepsGuide stores through I-94 retrieval and document verificationAssist with direct hire process in MyACI, including dummy SSNs and profile mergesMonitor access to Journeys and troubleshoot login issuesProvide stores with onboarding letters, employment verification letters, PC/SD contact info, and store detailsCoordinate onboarding documentation and temporary passwordsTrack embassy dates and hiring wavesDocumentation & ComplianceCollect and verify DS-2019, J-1 Visa, passport, SSN, and housing addressEnsure proper completion of I-9 Section 1 & 2 with visa and I-94 detailsTrack SSN updates and ensure students are not termed until SSN is enteredUpdate and verify SSNs in the hiring spreadsheet and MyACI systemSubmit W2 Helpdesk tickets for students requesting tax documentsMaintain secure records of student documentation and onboarding statusComplete feedback forms and manage contract approvals and business licensesHousing & TransportationLiaise between hosts and students without disclosing host addressesEnsure students submit housing plans 3–4 weeks before arrivalCoordinate move-in/move-out logistics, including cleaning vendors and key handoffsTrack and distribute bus pass codes; ensure student schedules align with transit availabilityOrganize supplemental transportation options for bulk housing studentsMonitor housing roster reports and follow up on incomplete submissionsCultural Engagement & SupportOrganize and promote cultural events at storesRespond to student inquiries regarding housing, onboarding, and schedulingProvide guidance on local resources and community integrationMaintain bi-weekly J1 Teams calls and update Teams pages with store-specific infoSend preseason, follow-up, and welcome letters to studentsRehire & End-of-Season TasksCollect rehire recommendations from stores and send offer lettersCoordinate with sponsors to process rehires and update rostersSubmit Helpdesk tickets to end housing deductionsTrack departures and ensure proper terminations in MyACISend thank-you gifts or letters to hosts and community partnersTrack arrivals and departures; maintain hiring data and reportingTravel RequirementRegular travel to stores hosting J1 students is required to:Conduct orientations and check-insSupport onboarding and housing transitionsProvide in-person assistance to store teams and studentsConduct weekly student visitsQualificationsRequiredExceptional organizational and time management skillsProficiency in Microsoft 365, especially Excel, Outlook, and TeamsStrong written and verbal communication skillsAbility to work independently and adapt to changing prioritiesAbility to manage sensitive information with discretion and confidentialityStrong problem-solving skills and ability to navigate complex logisticsComfortable working across multiple systems and platforms (e.g., MyACI, E-Verify, sponsor portals)Willingness to work flexible hours, including early mornings or evenings during peak arrival periodsPreferredPrior experience as a J1 student or working with J1 programsExperience in grocery retail or seasonal employmentFamiliarity with housing coordination or event planningExperience coordinating transportation or housing logisticsFamiliarity with immigration documentation and visa complianceExperience with community outreach or partnership developmentAbility to speak a second language or experience working with multilingual populationsPhysical Environment & ErgonomicsThis role requires regular movement between store locations, housing sites, and office settingsMust be able to sit or stand for extended periods during meetings, onboarding sessions, and travelFrequent use of a computer, phone, and video conferencing toolsOccasional lifting of onboarding materials (e.g., welcome bags, signage) up to 25 poundsAbility to drive or arrange transportation to various store and housing locationsMay require walking long distances or climbing stairs in housing inspections or store visitsMust be able to work in a variety of environments including retail stores, housing units, and community spacesAdditional DetailsReports to the Human Resources departmentNo direct reportsMust be located in Southeastern Massachusetts or Cape CodTemporary role, active November through August