Supervisor, Office of Scholars, Interns and Professionals

The J. Paul Getty Trust
$78,941 - $104,590 Annually
vision insurance, paid holidays, 403(b), retirement plan
United States, California, Los Angeles
1200 Getty Center Drive (Show on map)
Oct 24, 2024
Diversity, Equity, Accessibility, and Inclusion at Getty Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve and includes individuals who bring a diversity of values and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply. Job Summary The Office of Scholars, Interns, and Professionals (OSIP) Supervisor position builds relationships and develops, designs, and implements Getty-wide interdepartmental processes and procedures to ensure excellent service for all Getty scholars, interns, library grantees, and professionals. The Supervisor provides OSIP with management, direction, and long range/short-term strategy and planning. The position provides day-to-day management and hires, trains, and supervises OSIP staff. The Supervisor reports to the Assistant Director of Administration at the Getty Research Institute (GRI). The position will remain open until filled. Applications received by April 30 will be given first consideration. Major Job Responsibilities Oversees and monitors the Getty's J-1 non-immigrant visa program. Develops short- and long-range plans based on new or updated US Department of State directives Serves as the Getty's Responsible Officer (RO) and supervises OSIP's International Advisors to ensure institutional compliance with Department of Homeland Security and Department of State immigration regulations for J-1 non-immigrant status. Supervises staff to ensure monitoring and evaluation of data in SEVIS and Glacier systems to identify issues needing resolution prior to data submission. Processes data in SEVIS and Glacier, as needed. Monitors Scholars Housing requests from Getty departments to ensure that invited international special guests enter the US with the proper visa. Works with Getty department representatives to provide guidance and instruction. Creates policies, workflows and procedures to comply with the US Department of State requests and regulations involving J-1 visas. Works closely with management across the Getty to incorporate workflows and procedures into the Getty programs that are affected by the J-1 visa program. Stays current with SEVIS-related and regulatory updates pertaining to international scholars, interns, and trainees, and partners with OSIP's Alternate Responsible Officers (AROs) and external Designated School Officials (DSO) to ensure consistent protocol regarding policies and procedures. Replies to U.S. Government data inquiries regarding the Getty's Scholar, Intern and Trainees J-1 visa programs. Evaluates and advises international scholars, interns, trainees, library grantees and professionals on their visa options; provides the necessary assistance in obtaining and maintaining appropriate J-1 non-immigrant status. Processes visa-related documents with emphasis on accuracy and completeness, as needed. Reviews the outgoing visa-related documents for foreign national students, scholars, interns, trainees, and researchers, with emphasis on accuracy and completeness; ensures the agreement and accuracy of all data sources including OSIP records, databases, government systems, and visa documents. Collects information, pays fees, prepares, and submits documents to the US Department of State for the J-1 visa program Redesignation and the Annual Report. Manages the arrival of international Professionals by working closely with the Getty Departments involved in the process. Processes and distributes the necessary visa paperwork and information to the Guest according to the US Federal Code Regulations. Creates and conducts orientations for Scholars and Interns regarding J-1 visa regulations, tax filing for U.S. as well as International Guests. Creates and conducts orientations for Graduate Interns Supervisors to provide and explain the US Department of State requests and regulations governing the Intern and Training J-1 visa program, and to convey the importance of complying to all of them. Manages the gathering of information and monitors each visa situation to assist outside counsel in preparing/filing petitions that comply with procedures, policies, regulations, and rules to help ensure all filings are submitted timely, professionally, and accurately. Performs document exchange with international scholars, interns, trainees, library grantees, and researchers upon their arrival to verify US entry non-immigrant documents and visa status. Completes and provides documents with Getty Tax Accounting Department for tax withholdings. Resolves complex issues and/or problems using an extensive knowledge of relevant policies and government regulations. Supervises and guides the daily operations of OSIP's administrative staff. Provides additional assistance for daily tasks to OSIP team to balance workloads, as needed Evaluates and advises scholars, interns, trainees, and professionals regarding their travel requests and lecturing while in residence; controls, produces, and signs documents for travel and lecturing; replaces or re-issues documents when needed. Creates, and distributes information related to tax and health insurance for National and International Interns, Trainees, Scholars, Library Grantees, and Professionals. Monitors and files related records. Oversees scholarly grant recipient data sheets for instruction to Getty's Payroll Department on stipend payments, health insurance eligibility, and travel contributions for scholars and fellows. Establishes OSIP operational strategies and provides the related necessary direction and motivation to OSIP staff Broad oversight of the Getty's Scholar residential apartment complex by ensuring that all operations are conducted in a timely manner and according to the Scholar Housing Policy Statement and Scholar Housing Resident Policy. Uses good judgment and a solid appreciation for cultural nuances to offer sound advice and guidance. Monitors, provides, and coordinates assistance to Exchange Visitors, in case of incidents, injuries, and sickness. Reports these cases to US DoS as necessary. Manages the OSIP website: creates content, evaluates changes, and supervises the technical work involved. Qualifications Bachelor's degree or equivalent experience 3-4 years of experience advising international scholars/students Previous supervisory experience Experience with J1 visas and international hiring Knowledge, Skills and Abilities Considerable technical and procedural knowledge of assigned area, including Department of Homeland Security and Department of State immigration regulations for J-1 non-immigrant visas Demonstrates excellent knowledge of all elements of J-1 visas to provide guidance to staff, scholars, interns, trainees, researchers, and library grantees on the evaluation of the appropriate visa, considering past, present and future variables and associated impacts of visa options. Erroneous or incomplete visas evaluation/assessments could result in a variety of issues affecting visa status and in turn affect the visa applicant and the institution. Demonstrates excellent knowledge of F-1 visas rules and procedures that impact Getty internships and scholarships of International Students. Under little to no supervision, demonstrates initiative in managing OSIP staff to prioritize, complete projects, assign tasks, interpret, explaining, and apply the applications of U.S. immigration regulations. Exercises judgment within Getty and US Department of State defined practices and procedures. Refers and adheres to internal policies and practices as well as external legal regulations to develop solutions to problems, finding remedies to facilitate resolution to deficiencies that caused the delay or denial, often in reaction to a crisis. Demonstrated skill in exercising patience, diplomacy and flexibility in interacting with government officials, Getty managers, outside contractors and exchange visitors Demonstrated ability to communicate effectively with people from diverse linguistic and cultural backgrounds Ability to communicate clearly and effectively to provide/exchange information with wide range of international and national scholars, interns, trainees, researchers, and institution staff. Regular contact with government agencies replying to/making inquiries and facilitating appropriate documentation. Communication with clients and agencies requiring legal and cultural awareness. Skilled in accurate record keeping with strict at attention to detail Skilled in working with compliance issues/processes Familiarity with at least one foreign language Ability to organize and conduct orientations for Getty scholars and interns; Ability to train, mentor, motivate, and manage a small working team and monitor the performance of staff Benefits and Perks Here are just some examples that Getty offers/provides for full-time employees: Medical, Dental and Vision insurance coverage, starting on date of hire. Getty pays 75%-95% of the premium, depending on the plan selected. 403(b) Employee Investment retirement plan - with up to 5% Getty Match Getty contribution of 6%, on behalf of employee, to 401(a) retirement account Educational Assistance and professional development Paid Vacation, Sick and Personal Days 12 Paid Holidays Many positions have bi-weekly Off-Fridays On-Site Fitness Center at Getty Center Community service opportunities To learn more about our comprehensive benefits and long list of perks, go to Getty HR. Equal Opportunity Employer We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.