Job Description:
ISS Case Coordinator position in Pasadena, CA
**Part-time, short-term**
Volt is immediately hiring for ISS Case Coordinatorin Pasadena, CA
As anISS Case Coordinatoryou will:
- Corresponds with international scholars responding to their general inquiries with professional customer service. The case coordinator is expected to respond to topics including but not limited to: ISS arrival and onboarding process, ISS walk-in hours and procedures, I-9 procedures, travel signature procedures and other topics when asked.
- Screens phone calls and welcomes in-person visitors using considerable judgement in a tactful, professional manner to support seamless ISS operations.
- Engage in routine, collegial, and professional communications and teamwork between ISS and other campus partners regarding the records related to international scholars.
- Provides campus partners with information needed for their business practices demonstrating expertise in ISS records and systems affecting the project or issue.
- Applies comprehensive knowledge of ISS practices and procedures to formulate new and adapt outdated written processes and procedures for ISS related to the scope of the case coordinator role in a proactive manner.
- Supports and collaborates closely with ISS and IO team members to analyze, formulate, and update ISS and cross-IO processes using expertise of ISS practices and procedures.
- Utilizes specialized knowledge of the I-9 work authorization process for foreign nationals to serve as the primary ISS team member to conduct in-person I-9 verifications and reverifications expertly and professionally.
- Attends and participates in ISS, IO, and campus partner meetings and contributes information and questions regarding matters related to the ISS coordinator's scope.
- Coordinates ISS programming which includes the monthly International Scholar Orientation and Cool Beans coffee hour and assists with coordinating other IO programming events.
- Schedules appointments and meetings for ISS staff and the IO department.
- Creates, monitors, and maintains international scholar records, and synthesizes data integrity in multiple systems, including Oracle, Ellucian's ISSM database and related systems, Taleo, Division Personnel Management, Wufoo, Listservs, and Equifax. Participates in data cleaning efforts.
- Uses expertise in ISS procedures and the above-mentioned systems to review and resolve a wide variety of issues in the creation and maintenance of records and data integrity independently.
- Acts as a technical resource to the ISS team for record management and data integrity practices. Communicates with the appropriate ISS advisor, Caltech campus partner or external contact professionally for assistance for ongoing high-level issues related to record maintenance and data integrity practices.
- Creates data reports to assure that ISS is accurately tracking the work authorization and nonimmigrant status start dates and expiry dates for international scholars. This includes preparing the annual Open Doors report.
- Distributes the mail daily and scans tracking receipts for all outgoing mail.
- Reconciles monthly expenditures for the ISS team.
- Picks up checks.
- Coordinates and oversees the creation, maintenance, scanning, and archiving of paper files and electronic records.
- Submits facility requests and communicating the outcomes to office members.
- Monitors supplies and orders office, kitchen, and program event supplies as needed and when asked.
This is a part-time (30 hours), temporary only. The project ends on 02/09/2025.
Hours are regular office hours
The ideal candidate will have:
- BA/BS degree
- 1-2 years of relevant administrative and customer service experience
- Detail oriented, methodical, and fluent with Excel.
- Strong interpersonal skills to collaborate with the variety of ISS stakeholders.
- Strong professional communication both in writing and in person.
- The ability to prioritize multiple complex responsibilities and accomplish them simultaneously.
Pay Rate: $28-$29/hr
*Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.
Qualified candidates should APPLY NOW for immediate consideration! Please hit APPLY to provide the required information, and we will be back in touch as soon as possible.
Benefits: Volt offers benefits (based on eligibility) that include the following: health, dental, vision, term life, short term disability, AD&D, 401(k), Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).
Volt is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Volt is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please email hr_dept@volt.com or call (866) -898-0005. Please indicate the specifics of the assistance needed.
Volt does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. § 1324b. The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.
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