Faculty Affairs & Immigration Specialist

About the role

Wesleyan University is a selective liberal arts institution in Middletown, Connecticut, home to approximately 3,000 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 University's 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 University's 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 Wesleyan's 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 functio

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