Faculty Affairs & Immigration Specialist

Wesleyan University is a selective liberal arts institution in Middletown Connecticut home to approximately 3000 undergraduate students 200 graduate students and a faculty of distinguished scholars deeply committed to teaching advising and research.

The Office of Academic Affairs supports the work of the faculty and oversees the University curriculum faculty hiring and promotion faculty research and teaching and the administration of all academic departments programs and the library.

The Faculty Affairs & Immigration Specialist manages faculty employment transactions onboarding and immigration services across all appointment types working in close partnership with the Associate Provost for Budget and Personnel.

Working as part of the Academic Affairs team under the direction of the Associate Provost for Budget and Personnel the Faculty Affairs & Immigration Specialist serves as a key resource for faculty department chairs administrators and university partners on faculty employment onboarding and immigration matters coordinating visa processing employment records and federal compliance in support of Academic Affairs leadership. The office supports approximately 380 continuing faculty and approximately 120 visiting faculty.

Together the Faculty Affairs & Governance Specialist and the Faculty Affairs & Immigration Specialist provide comprehensive faculty affairs support across the entire faculty employment lifecycle. Each position maintains specialized expertise while serving as backup to the other to ensure continuity of service and consistent support for faculty department chairs and academic leadership.

Responsibilities include:

Faculty Employment Administration

• Collaborate with the Associate Provost academic deans and department chairs on initial department requests to hire.

• Complete the hire process in Workday for all faculty appointment types including visiting tenure-track tenure continuing per-course and post-doctoral appointments.

• Maintain faculty employment data in Workday and related institutional systems to support the University directory catalog WesMaps payroll and institutional reporting.

• Generate letters of appointment and employment documentation for primary and secondary faculty appointments in coordination with the Associate Provost

• Create and maintain faculty positions and job requisitions in Workday.

• Conduct background checks and maintain confidential records for all incoming faculty.

• Coordinate faculty onboarding for all appointment types including per-course and visiting faculty; initiate the new hire checklist process to ensure computer access systems setup and departmental notifications are completed upon confirmed appointment.

• Connect relocating faculty with Human Resources for relocation allowance guidance and all new hires with Human Resource for benefits enrollment guidance and questions.

• Process end of appointment actions in Workday for visiting and per-course faculty; fulfill SEVIS reporting obligations for international faculty upon termination.

Faculty Immigration and International Employment Services

• Serve as the Universitys primary administrative resource for faculty and staff immigration matters across Academic Affairs and Academic Affairs-adjacent departments in coordination with the Associate Provost who serves as the Universitys immigration signatory.

• Assess individual faculty and staff situations and advise on appropriate visa classification including H-1B O-1 TN J-1 and PERM in support of the Associate Provost and in coordination with outside immigration counsel.

• Manage visa sponsorship processes from initiation through completion in coordination with the Associate Provost and outside counsel.

• Maintain expertise in federal immigration regulations SEVIS and employment authorization requirements.

• Advise faculty staff department chairs and administrators on visa options timelines and compliance requirements.

• Track immigration status visa expirations renewals and reporting obligations; maintain complete and audit ready immigration documentation and records.

• Support permanent residency sponsorship processes where applicable in coordination with the Associate Provost and outside counsel.

• Serve as or work toward designation as an Alternate Responsible Officer (ARO) for Wesleyans J-1 exchange visitor program; manage DS-2019 issuance SEVIS record maintenance and J-1 program compliance in coordination with the Associate Provost

Faculty Compensation and Employment Transactions

• Coordinate compensation actions for visiting and continuing faculty including additional pay and pay variances in conjunction with the Associate Provost and Finance

• Collaborate with Payroll Finance Benefits and other university offices as needed on faculty employment transactions.

• Ensure accuracy of appointment and compensation records in Workday.

Other Duties

• Serve as backup support for faculty governance and personnel functions as needed.

• Participate in special projects within Academic Affairs

On Campus with Remote/Hybrid potential:

This position is an on-campus position with potential for remote or a hybrid (on campus and remote) schedule in the future. All positions may require on campus meetings.

Remote work is only considered for residents of MA VT NH ME CT RI or NY. (Relocation assistance to CT is available for those who qualify).

MINIMUM QUALIFICATIONS:

• Bachelors degree or equivalent combination of education and experience.

• Minimum 4 years of progressively responsible experience in immigration case management international scholar or employee services human resources or comparable regulatory compliance role.

• Demonstrated working knowledge of federal non-immigrant visa categories including H-1B O-1 TN and PERM processes and demonstrated ability to assess and recommend appropriate visa classification based on individual circumstances.

• Ability to meet ARO eligibility requirements as established by the U.S. Department of State. (see for current requirements)

• Experience in human resources academic administration international services or a comparable professional environment managing confidential employee records and complex compliance processes.

• Demonstrated ability to interpret policies regulations and procedural requirements and communicate them clearly to diverse audiences.

• Demonstrated ability to build collaborative working relationships while providing responsive customer-focused service to faculty academic departments and administrative partners.

• Experience completing employment transactions and maintaining records in Workday HCM or comparable HRIS platform.

• Demonstrated ability to manage time-sensitive legal and compliance deadlines with precision and independence.

• Proven ability to maintain confidential employment and immigration records with a high degree of accuracy.

• Proficiency in Microsoft Office including Word Excel and Outlook

• Demonstrated commitment to working within a diverse environment and interacting openly with individuals of different backgrounds.

PREFERRED QUALIFICATIONS:

• Current ARO designation or prior experience as an ARO or DSO

• Experience with SEVIS and J-1 exchange visitor program administration

• Experience working in coordination with outside immigration counsel on H-1B O-1 TN or PERM filings.

• Experience managing permanent residency sponsorship processes.

• Experience in higher education research institution or comparable complex organization with an international faculty or scholar population

• Familiarity with faculty or staff onboarding processes in an HRIS environment

• Experience advising on dual intent visa portability or status change scenarios

Position is open until filled. For full consideration please apply by July 26th when first review of applications will begin.

All offers to external applicants are contingent on the candidates completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University located in Middletown Connecticut does not discriminate on the basis of race color religious creed age gender gender identity or expression national origin marital status ancestry present or past history of mental disorder learning disability or physical disability political belief veteran status sexual orientation genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX Section 504 or any other non-discrimination policies should be directed toVice President for Equity and Inclusion Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan Universitys Clery Act Report are available on request and online at is taken into consideration in the determination of salary offers. For more information visit offers a broad range of employee benefits and development opportunities including comprehensive group insurance plans wellness programs and incentives generous paid time off and retirement plans flexible work schedules employee and dependent tuition programs for those who qualify.

Detailed information on the benefits of working at Wesleyan is located at: Experience:

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