Employment Authorization & Immigration Services Representative

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Job Description

Full Job Description

Job no: 526295
Work type: Staff
Location: San José
Categories: Unit 9 – CSUEU – Technical Support Services, Administrative, Probationary, Full Time


Job Summary

Reporting to the Manager, Employment Authorization and Compliance Services, this position works under general supervision and serves as the Documentation and Employment Authorization Specialist in the front office/reception area of University Personnel North. The Documentation and Employment Authorization Specialist works independently and is responsible for providing primary information/reception desk coverage for University Personnel North, including greeting guests, monitoring the flow of customers, processing new hire paperwork, analyzing employment documentation and verifying eligibility to work, and answering telephones and redirecting calls to the appropriate party. This position will also maintain the faculty PAFs, assist with maintaining other personnel files, and provide administrative support to the UP department as needed.


Key Responsibilities

  • Serve as the primary point of contact for queries and requests when questions cannot be answered through self-service; troubleshoot miscellaneous issues and route where necessary to other UP staff for handling.
  • Ensure all new employment-related forms (e.g., I-9s, W-4, etc.) are completed correctly and processed timely on a consistent basis.
  • Independently research and resolve new hire documentation issues in a timely manner by communicating with University Personnel staff and department contacts as appropriate.
  • Analyze employment documentation, including immigration status, to ensure eligibility to work.
  • Audit and process new hire paperwork for all employees, including updates/corrections, and ensure adherence to policies.
  • Gather, prepare and analyze technical and statistical data for use in developing and improving processes and keeping the University in compliance with applicable laws and regulations.
  • Maintain and ensure the integrity and accuracy of data in automated information systems and generate reports as requested.
  • Ensure completeness, accuracy, and timeliness of all operational functions of the unit.
  • Maintain all files within the UP (admin) office, including but not limited to PAF, personnel files, payroll and benefit files.
  • Train UP employees (including new student employees) on processes related to OnBase, Tracker I-9 and other electronic filing systems including audits.
  • Compile data, analyze documents, submit and track H1B visa applications, renewals and permanent residency applications for incoming tenure-line faculty members.
  • Collaborate with University colleges and departments to process and verify H1B visa applications, renewals and permanent residency applications.


Knowledge, Skills & Abilities

  • Knowledge of applicable university infrastructure, policies, and procedures
  • Thorough knowledge of English grammar, business writing, punctuation, spelling and ability to provide simple math calculations
  • Strong knowledge of Microsoft Office products, Google Suite and other software applications
  • Strong knowledge of Federal Form I-9
  • Excellent customer service skills
  • Strong organizational skills
  • Ability to communicate with constituents in a professional and respectful manner
  • Ability to handle high volume reception area, with many interruptions including incoming phone calls and visitor traffic in a professional manner
  • Ability to interact and communicate effectively with people at all levels of the organization and of different cultures
  • Ability to respond to routine inquiries and explain standard policies and procedures to a wide range of individuals (students, staff, faculty, public)
  • Ability to show initiative, pay strong attention to detail and maintain confidentiality
  • Ability to respond to routine inquiries and explain forms
  • Ability to read and comprehend instructions, short correspondence and memos
  • Ability to listen, comprehend and interpret what others are saying; share information with others and facilitate open exchange of ideas and information


Required Qualifications

  • A bachelor’s degree and/or equivalent training
  • Work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs


Preferred Qualifications

  • Bachelor’s Degree
  • Three years full-time, progressively responsible administrative support experience
  • Experience processing new employee paperwork
  • Experience with multi-line phone system in high-volume reception area
  • Experience with PeopleSoft Human Resources



Classification: Administrative Analyst/Specialist – Nonexempt
Anticipated Hiring Range: $5,000/month – $5,200/month
CSU Salary Range: $3,518/month – $6,791/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.


Application Procedure

Click to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: April 20, 2023 through May 3, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.


Contact Information

University Personnel


CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.


Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university’s third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.


Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.


Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

If you require alternative methods of application or screening, you must approach the employer directly to request this as H1BVisaJobs is not responsible for the employer’s application process.