Job Posting Title:
Documentation and Compliance Specialist
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Hiring Department:
Global Engagement
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
The University’s 19 colleges and schools enroll over 53,000 students and rank among the top 10 public universities in the U.S. Texas Global is the university's global engagement arm and a recognized leader in international education, based on the success of the programs we deliver and the number of individuals we support. We serve more than 9,000 international students and scholars, as well as more than 4,600 students on education abroad programs annually.
Texas Global advances UT Austin’s academic mission by leading, supporting, and coordinating the university’s international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world. Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected.
Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.
UT Austin provides an outstanding benefits package including but not limited to:
Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
Purpose
The Documentation and Compliance Specialist provides essential operational support to the International Student and Scholar Services (ISSS) team, focusing on clerical responsibilities related to F-1 immigration compliance. This position plays a critical role in maintaining accurate records, processing documentation, and providing frontline support to international students. As the initial point of contact for many students, the Documentation and Compliance specialist contributes significantly to creating a welcoming and efficient environment for our international community.
Responsibilities
Records Management and Document Processing
- Serve as a Department of Homeland Security Designated School Official for routine SEVIS record maintenance and updates
- Provide administrative assistance to the advising team by preparing standard immigration documents for advisor review with meticulous attention to detail and compliance requirements
- Assist with data entry and verification tasks to support regulatory compliance
- Maintain accurate student records in SEVIS in accordance with federal regulations
- Compile standard reports to support departmental operations
- Process initial I-20 documents and basic requests for international students
- Identify opportunities for improving administrative processes and student service delivery
Communication and Programming
- Assist with departmental inbox by responding to general questions and routing correspondence to advisors, external units, or departments as appropriate
- Provide logistical support for international student sessions, workshops, and other ISSS events
- Participate in programming and presentations for the University community about support service topics for the international student population
- Help maintain accurate information on department websites and in student communications
Student Service Support
- Work as a highly functioning, collaborative member of the student advising team to support the needs of UT Austin’s international student community
- Assist and triage international students when they arrive for in-person appointments, providing warm, professional service
- Provide efficient in-person services for time-sensitive requests, including travel signatures, course drop forms, and verification letters
- Collaborate with front desk personnel to ensure seamless service delivery and appropriate response prioritization
Support of ISSS and Texas Global Functions
- Actively support and contribute to the priorities and functions of ISSS and Texas Global
- Participate actively in community-building events for international students and scholars
- Collaborate with colleagues through staff meetings and working groups to enhance service delivery
Required Qualifications
Bachelor's degree with one year of administrative work experience or equivalent education and experience. Strong attention to detail and commitment to accuracy. Proficiency with Microsoft Office applications (Word, Excel, Outlook). Ability to work both individually and as part of a team. Excellent organizational skills and ability to track multiple tasks simultaneously. Professional written and verbal communication skills. Basic understanding of filing systems and records management. Customer service orientation with a focus on respectful and helpful interactions. Ability to maintain confidentiality when handling sensitive student information. Basic data entry skills and familiarity with database systems. Relevant education and experience may be substituted as appropriate.
Note: Due to federal database requirements, only U.S. citizens and permanent residents may apply for this position.
Preferred Qualifications
Previous experience in a higher education or international setting. Experience with student information systems or similar databases. Experience living or studying abroad.
Salary Range
$47,000
Working Conditions
Work in a shared office environment. Work around standard office conditions. This position is located in Austin, Texas.
Required Materials
Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Administrative & Executive Assistance (2)