J-1 Visa Specialist / International Admissions Counselor

Salary Range: $52,000.00 to $55,000.00, Annually

The J-1 Visa Specialist and International Admissions Counselor is responsible for all one-to-one aspects of the student journey for prospective J-1 exchange visitors from lead generation/student inquiry through the processing of their J-1 Visas and completion of their program as related to visa compliance.

As an International Admissions Counselor, this individual supports and assists prospective international students from their application through acceptance and is charged with conducting recruitment and lead generation activities at partner campuses in concert with the Assistant Director, International Recruitment and Admissions. They provide extraordinary customer service to everyone they encounter as they serve as the face of TWC in their stakeholder interactions. As circumstances allow, this position requires travel (up to 10% of the time) to our international partner campuses and select evening and weekend work and events.  

 As the J-1 Visa Specialist, this individual is responsible for the timely and efficient processing of applications to The Washington Center’s Academic Internship and Global Competencies Programs. Once learners are accepted into our program, they are responsible for the timely and efficient processing of J-1 visas for international exchange visitors, ensuring full compliance with all relevant State Department regulations. The person in this role will also be responsible for helping prepare for the biennial State Department Management Review and drafting the State Department Annual Report.  

The Washington Center is a majority remote organization: for most employees, employment with TWC will not be contingent on physical presence in an office space. However, there is a preference for the person in this role to be located in the D.C. region, to support periodic student activities or other engagement. Additionally, as circumstances allow, this position requires periodic travel, including travel outside of the United States, and occasional evening and weekend work events. 

Essential Functions

J-1 Visa Processing and Related Duties

  • Process applications for international applicants, ensure all documents are collected for admission as well for visa issuance.
  • Process, coordinate and issue all visa documents, including payment of SEVIS fees as needed, for incoming exchange visitors. 
  • Coordinate with host employers regarding completion of the Training/ Internship Placement Plans (T/IPPs) for all J-1 participants, and collect proof of Workers Compensation Insurance, Business Licenses and J-1 Executed Agreements.
  • Transmit completed Site Final Evaluations (Skill Survey Reports) to supervisors and exchange visitors for signatures and ensure their return before program end date.
  • Work closely with the Office of Employer Relations regarding placement timelines, tracking placements, J-1 employer partner issues and the Office of Private Sector Exchange to facilitate visits to employer partners if requested by the Department of State.
  • Manage communications related to visa processing with J-1 Exchange Visitors from pre-arrival through duration of the program.
  • Document process and procedures in user friendly guide/manual and conduct yearly review to ensure its continued accuracy and effectiveness.
  • Prepare & update J-1 Visa Orientations in Canvas each semester, ensure all exchange visitors complete orientation and upload their required documents. Review all materials, including health insurance, making sure it meets State Department requirements. Facilitate Visa Registration and validate Exchange Visitor participation in SEVIS.
  • Manage Visainfo@twc.edu inbox.
  • Work in coordination with Director, Enrollment Services to update website content for international students and host sites.
  • Monitor experience of Exchange Visitors through surveys several times over the course of the semester to ensure their internship/training programs are operating in accordance with their T/IPPs.

Applicant Nurturing and Conversion

  • Build relationships with international applicants and nurture them through the enrollment funnel; meet or exceed set applicant conversion rates for each stage.
  • Maintain regular contact with applicants through scheduled conversations, outgoing phone calls, one-to-one emails, webinars, zoom meetings, and text messages.  Admissions Counselors are expected to spend considerable time on outreach activities to prospective students. 
  • Collaborate with marketing-focused colleagues to align personalized messaging with broader strategy and continuously refine the student journey including mass email, social media, content creation.
  • Maintain detailed records of planning, visits to campus, and conversations with prospective students ensuring all relevant details are accurately logged in the CRM, and Asana.

Enrollment Strategy 

  • Work with the Assistant Director, International Recruitment and Admissions to strategically grow international enrollment in TWC’s Academic Internship and Global Competencies Programs and strategize about potential new customized programs.
  • Understand the value proposition and enrollment goals for each program and be able to engage students in conversation to help them identify a TWC experience that will help them accelerate their career.
  • Develop and leverage a deep understanding of each partner institution’s academic programs, student population, TWC arrangements, eligibility for scholarship funding, and TWC’s fit on campus to maximize student interest in TWC programs.
  • In concert with university-facing colleagues, ensure institutional details contained in CRM are current and transferable to content designed for external audiences.

Lead Generation 

  • Conduct partner-specific virtual and/or in-person recruitment activities to introduce TWC’s programs to prospective students, as well as faculty, staff, administrators, and parents. During a typical semester, conduct partner-specific virtual and/or in-person recruitment.
  • Generate leads by hosting information sessions, speaking with students at career fairs or through other activities, in-person or virtually. 
  • Demonstrate success at each campus as indicated by meeting specific lead generation goals, guiding students through their decision journey, and helping TWC advance school-specific strategies, which may include making inroads into new departments.

Required Education and Experience

An equivalent combination of education, training, and experience will be considered:

  • Bachelor’s degree
  • 2 or more years of related work experience

Preferred Education/Qualifications and Experience

  • Experience with J-1 Visa processing and SEVIS 
  • Experience with J-1 Intern Category
  • Experience working with college students or in a higher education setting 
  • Experience with Salesforce or similar CRM system 
  • Alumnus/a of The Washington Center’s Academic Internship Program
  • Experience in a customer-service related position

Competencies Required to Perform the Job Successfully

  • Communication / Interpersonal Skills
  • Customer Satisfaction
  • Teamwork / Collaboration
  • Initiative
  • Self-Awareness 

Knowledge, Skills and Abilities

  • Ability to communicate and effectively interact and build relationships with people across cultures, ranges of ability, genders, ethnicities, and races
  • Ability and strong desire to provide excellent customer service to all stakeholders 
  • Interest in learning/upskilling in multiple tech platforms, including Slack, Zoom, MS365, Asana
  • Willingness to take on all projects with enthusiasm and an entrepreneurial spirit
  • Ability to manage multiple, detailed projects and work collaboratively
  • Ability to maintain a high degree of accuracy in data entry with minimal errors
  • Excellent public speaking skills and comfort presenting to large groups
  • Ability to communicate effectively, both in writing and orally
  • Ability and willingness to travel on a seasonal basis and work some weekend or evening events throughout the year
  • Valid driver’s license 

Supervisory Responsibility

This position has no supervisory responsibility.

The Washington Center’s Values

Values which guide our mission work in every regard – internally and externally:

  • Equity & Inclusion
  • Learning
  • Connection & Collaboration
  • Integrity
  • Impact

Equipment Used to Perform the Job 

May be representative but not all inclusive of those commonly associated with this position:

  • Cloud-based technologies
  • Standard office equipment including a computer and job-related software and printer

Physical Abilities 

Commonly associated with the performance of the functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform described essential functions of this job. These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job: 

  • Specific vision abilities required for this job include close vision to work on a computer.
  • While performing the duties of this job, the employee is regularly required to sit, use repetitive wrist, hand, and/or finger movement, reach with hands and arms and talk or hear.

Application Instructions

To apply to this position, please do so via our online application form

This job description no way states or implies that these are the only duties performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Certain job functions described herein may be subjected to possible modification in accordance with applicable state and federal laws. 

The Washington Center is an Equal Opportunity Employer. It is the policy of The Washington Center to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the organization where appropriate.

The Washington Center stands in solidarity with all marginalized communities. We believe communities are strengthened by the inclusion of and equity for all people. Racism, hate, and violence have no place in our society, and we condemn all such acts. We are committed to becoming an anti-racist and anti-hate organization.

We commit to continuously striving for diversity, equity and inclusion through ongoing education and self-awareness. At The Washington Center, each person brings unique and varied experiences which inform our thoughts, actions, and decision-making processes. Our mission is to create an inclusive, safe environment for our staff and our students, where everyone’s differences are celebrated, every perspective is valued, and everyone feels safe to bring forth their authentic selves.