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Position Summary

The International Student Services Graduate Assistant supports the daily operations of the International Student Services office by processing routine forms, responding to student emails, and providing general guidance to international students. This position requires strong organization, professionalism, attention to detail, and the ability to handle confidential student information.

This role will also assist with growing CPT/OPT caseload by reviewing CPT, OPT, and STEM OPT submissions for completeness, tracking documentation and reporting requirements, sending reminders, organizing requests for DSO review, and helping with routine student communications and appointments.

Responsibilities:

• Support the daily administrative operations of the International Student Services office.
• Review and process routine forms and service requests according to established office procedures.
• Review submissions for completeness and contact students regarding missing, incomplete, or incorrect information.
• Help students identify the appropriate form, resource, staff member, or university office for their needs.
• Provide general procedural guidance regarding required documents, submission instructions, university deadlines, and anticipated processing times.
• Monitor shared email inboxes and respond to routine inquiries using approved templates and established office guidance.
• Manage multiple official WhatsApp chats by answering general questions, sharing approved announcements and reminders, and referring case-specific matters to the appropriate staff member.
• Schedule appointments and direct students to workshops, webinars, live question-and-answer sessions, and appropriate university departments.
• Coordinate with other university departments, as directed, to assist with routine student questions and administrative matters.
• Support presentations, student outreach, document organization, special projects, and other office initiatives as assigned.
• Review CPT, OPT, and STEM OPT submissions for completeness and required supporting documentation.
• Notify students when forms, information, or supporting documents are missing, incomplete, or incorrect.
• Organize and route completed requests to the CPT/OPT Coordinator or another Designated School Official for review.
• Escalate complex, case-specific, or time-sensitive matters to the appropriate Designated School Official.
• Help students locate and complete the appropriate CPT, OPT, STEM OPT, employment update, validation, travel, address update, and other International Student Services forms.
• Assist with maintaining records related to OPT and STEM OPT employment updates, unemployment information, validation reports, required evaluations, and reporting deadlines.
• Send approved reminders regarding CPT renewals, OPT reporting responsibilities, STEM OPT validations, missing documentation, workshops, and important deadlines.
• Monitor incoming requests and identify matters requiring urgent attention or staff review.
• Enter and update information in university databases, spreadsheets, electronic files, and request-tracking systems.
• Maintain accurate, complete, and well-organized records and supporting documentation.
• Handle student information with discretion and professionalism.
• Protect confidential student information and comply with FERPA, university policies, and office communication standards.
• Performs additional job-related duties and responsibilities as requested.

 Qualifications:

• Admitted to and enrolled in an Avila University graduate program. 
• Current Avila University student in good academic and conduct standing.
• Strong written and verbal communication and customer service skills.
• Excellent organization, attention to detail, and ability to manage multiple requests and meet deadlines.
• Professional, dependable, patient, and comfortable assisting students from diverse backgrounds.
• Ability to follow established procedures, recognize when a question must be referred to a DSO or another staff member, and refer complex questions appropriately.
• Basic proficiency with Microsoft Outlook, Word, Excel, Teams, and electronic recordkeeping systems.
• Ability to maintain confidentiality, exercise appropriate judgment, and comply with FERPA and university policies.
• Previous administrative, customer service, or student-support experience preferred.

Successful candidates should showcase their work and experience in contributing to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.

The Community:

Kansas City, a two-state metropolitan area with a population of nearly two million, offers a wide variety of cultural, educational and social life opportunities.  Avila University, a Catholic university founded and inspired by the Sisters of St. Joseph of Carondelet, provides undergraduate and graduate education in the liberal arts and professional studies, preparing lifelong learners who make meaningful contributions to the global community.

Additional Employment Information:

Avila University is committed to equal employment opportunity and does not discriminate on the basis of, sex, race, religion, age, color, sexual orientation, disability, national or ethnic origin, marital status, veteran's status, genetic information or any other characteristic protected by law.  

You must be at least 18 years of age to be employed by Avila University.

All new employees will be required to complete an "Employment Eligibility Verification (Form I-9)” and produce requested documentation after employment.

In compliance with the Higher Education Amendments of 1998, the university's annual security and crime statistics report is available at https://www.avila.edu/campus-resources/campus-safety. A copy of this report is available upon request from the Campus Safety Office in the Whitfield building any weekday between 8am and 5pm.

Avila University requires the successful completion of a background check as a condition of employment.