Job Description

The Faculty Contracts & Visa Specialist reports to the Executive Director of Human Resources, and supports the Office of the Provost by serving as the point-of-contact for visa procedures and providing general coordination with the preparation and management of faculty contracts. This is a twelve-month, minimum 37.5 hour per week, full time academic administrative position.

Qualifications

ESSENTIAL JOB FUNCTIONS:

• Manage preparation, distribution (through DocuSign), and intake of contracts for incoming and continuing faculty, while maintaining close contact and communication with schools to ensure accuracy of contract details.
• Input payroll records in Colleague by entering personal data, wage and stipend data for all faculty, and checking for accuracy prior to submission to the payroll office.
• On-board new faculty including I-9 verification, email, and ID.
• Maintain/update the shared FileMaker database and using Excel to reconcile sheets.
• Maintain discretion and confidentiality in securing and working with sensitive salary and faculty information.
• Serve as point-of-contact for contract, visa, and payroll-related issues.
• Work closely with foreign visiting scholars, artists, research scholars and professors on obtaining the proper US visas prior to coming to CalArts. Serve as Alternate Responsible Officer (ARO) for the campus, and primary point-of-contact for various faculty visa types (J-1, H-1B, O-1). Complete the J-1 annual visa report. Work with Immigration lawyers on H-1B, O-1 and other visa matters.
• Review and process payments for miscellaneous office invoices including legal fees.
• Periodically review and assess internal processes to identify areas of improvement, and recommend/implement accordingly.

SKILLS/ABILITIES:

• Independent management of a variety of projects with multiple deadlines.
• Excellent written and verbal communication to a variety of constituents and media.
• Detail-oriented and discreet in dealing with confidential material.
• Skilled in the use of:
  • Microsoft Office applications
  • ERP systems, such as Colleague (Ellucian) and FileMaker.
  • Online data and forms management platforms, such as Docusign, SEVIS, and Formstack.

EDUCATION:

• BA or BFA degree required

EXPERIENCE:

• 3-5 years working in an office environment (higher education/arts institution environment preferred)

Application Instructions

This position is available immediately. If you are interested, please follow the link to Interfolio below:

Faculty Contracts and Visa Specialist - ID:113539

Salary

$63,277.50 - $71,545.50 a year

Equal Employment Opportunity Statement

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.