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FSIS Assistant

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary:

The Faculty and Staff Immigration Services (FSIS) office is a unit within the International Center (IC), within Student Life. The IC provides a variety of services and programs to assist international students, scholars, faculty and staff at the University of Michigan, as well as U-M students seeking opportunities to study, work, volunteer, or travel outside the United States. FSIS primarily advises and assists international faculty, staff and their hiring units on complex, employment-based immigration matters. FSIS serves the Ann Arbor, Dearborn and Flint campuses. For more information about the International Center and its services, see http://internationalcenter.umich.edu.

Position Summary:

The FSIS Assistant provides administrative, clerical and data management support for FSIS and serves as the receptionist for the FSIS office. They prepare, manage and track the mailings of immigration-related petitions to relevant government agencies; manage the case files and case paper and digital filing system maintained by FSIS; interact with clients from a wide variety of cultural and academic backgrounds and assist FSIS staff in preparing and maintaining written materials and documentation for dissemination. The position requires acute attention to detail in a fast-paced, high-volume environment, a commitment to excellent customer service, and excellent oral and written intercultural communication skills.

Responsibilities*

70% Administrative Support

+ Serve as primary contact for employment-based immigration procedural inquiries at the IC.

+ Perform data entry of U-M department and foreign national employee information into an immigration case management system and track cases; maintain up-to-date department contact information in case management system.

+ Bill U-M units and reconcile billing utilizing immigration case management system, request forms and case intake list on a monthly basis.

+ Set up login accounts and passwords for U-M departments and foreign national employees requesting access to the immigration case management system.

+ Send petitions and Requests for Evidence (RFE)'s to USCIS and approval packets to overseas foreign national employees via courier service. Troubleshoot courier service delivery issues. Update the monthly courier service history into a spreadsheet.

+ Process receipt notices and approval notices, updating the case management system and notifying the department and employee.

+ Close out cases in case management system as required; complete all open processing steps in case management system when filing a petition with USCIS.

+ Scan documents and ensure accurate transfer of documents/records to imaging/filing systems.

+ Maintain immigration status records in M-Pathways for H-1B, TN, E-3, O-1 and PR applicants.

+ Collect, manage and reconcile USCIS filing fee checks on behalf of FSIS

+ Properly execute H-1B withdrawals to USCIS as directed

+ Monitor, maintain, and purge files to comply with USCIS and DOL regulations; monitor files for beneficiaries' status expiration dates and follow up as needed.

+ Monitor employee files for pending processes to ensure required documentation is received and updated: employment change notifications, terminations/green cards, check-ins/ I-94s

+ Assist with data management for FSIS reporting

15% Client Support

+ Respond to procedural questions from U-M departments and international faculty and staff on initiating cases, case management system procedures and timeline for visa processing, driver's license, social security number and housing. Refer other inquiries to appropriate IC staff.

+ Confirm status of cases with assigned Retained Immigration Counsel.

+ Monitor FSIS section of IC web site and suggest updates to team members as needed.

+ Monitor written FSIS materials and suggest updates to team members as needed.

10% Data Management & Receptionist Duties

+ Serve as FSIS receptionist.

+ Undertake projects aimed at improving FSIS services

+ Complete and cull inactive files; shred documents monthly or yearly as needed.

+ Continuously maintain/improve internal office procedures. Ensure that the Immigration Assistant Manual is accurate and up-to-date

+ Assist in preparing written materials and coordinating workshop logistics.

+ Train IC staff to provide position coverage, as needed.

5% Other Duties and Special Projects as Assigned, incl.

+ Provide administrative and office support to International Center staff.

+ Participate in International Center and Student Life meetings, committees and work groups.

+ Assist with U-M international student orientation.

+ Additional responsibilities that may be assigned from time to time.

Required Qualifications*

+ Education: HS diploma or equivalent

+ Minimum four (4) years of administrative experience in an office setting, or equivalent combination of education and experience

+ Excellent computer skills including Microsoft Office (especially Excel)

Desired Qualifications*

+ Bachelor's degree or equivalent combination of education and experience

+ Billing and account reconciliation experience, especially Service Unit Billing

+ Experience working in employment-based immigration services or as a legal assistant

+ Experience using INSZoom or other immigration case management system

+ Experience interacting with individuals from various international cultures and backgrounds

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Additional Information

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

+ Excellent intercultural communication, interpersonal and organizational skills

+ Demonstrated ability to problem solve and be adaptable in a fast-paced environment

+ Demonstrated ability to manage multiple priorities and navigate change effectively

Financial/Budgetary Responsibility:

+ Maintain case billing information and perform monthly service unit billings for recharge to departments.

Working Conditions:

+ May be required to work occasional evenings and weekends

Physical Requirements:

+ Management of paper file boxes that weigh up to 25 lbs.

Direct Reports:

+ N/A

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

Relocation will not be offered for this position.

\#studentlife

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

263992

Working Title

FSIS Assistant

Job Title

Administrative Assistant Sr

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Dsa Central Administ

Department

International Center

Posting Begin/End Date

5/22/2025 - 6/01/2025

Salary

$42,750.00 - $51,300.00

Career Interest

Administration