Assistant Coordinator

The Assistant Coordinator is an ancillary clerical staff member who receives supervision from the Assistant Director of Contracts and lmmigration. The incumbent exercises organizational skills and attention to detail in the execution of the duties related to lmmigration matters. They will manage departmental records while adhering to relevant regulations. The hours of operations are Monday- Friday, beginning at 8:00 AM and concluding at 4:30 PM. Lunch breaks will be dictated by workload. Regular attendance is required to perform the functions of this position. The incumbent will maintain and deliver a high level of customer service daily, recognize and respond to client needs to ensure that quality satisfaction is met at all times. This position is supervised by the Assistant Director of Contracts and lmmigration. Regular attendance is required to perform the functions of this position. lncumbent will maintain a customer-oriented awareness in acknowledging and responding to needs as they occur that customer satisfaction is met at all times. Essential Position Functions & Duties 50% - Records Retention • Maintaining accurate records databases and coordinating with departments to safeguard sensitive information. • Ensuring compliance with legal and company policies regarding record retention. • Review records for retention or destruction. • Organizing the cataloging, storage, and accessibility of records, ensuring they are easily retrievable. • Historical immigration data is maintained in accordance with the Department of Labor (DOL), Fair Labor Standards Act (FLSA). • Upload to IMMIGRATION DOCUMENTS section of departmental shared drive. 48% - Administrative • Manage immigration invoices monthly to reconcile with each foreign national employee. • Reconciliation of procurement card statement for immigration fees processed. • For H-1B and green card categories, coordinate with contacts at work locations to post required immigration notice. • Check mail daily for important immigration items receipt. • Place orders for office supplies through appropriate system. • Process Change in Moveable Equipment (CME) when needed. Non-Essential Position Functions & Duties 2% Miscellaneous. Perform additional duties and responsibilities as requested by the Director.