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PREP Visa, Travel and Relocation Specialist

Requisition Number:



Boulder, Colorado

Employment Type:

University Staff



Posting Close Date:


Date Posted:


Job Summary

The Department of Physics at the University of Colorado Boulder invites applications for a PREP Visa, Travel and Relocation Specialist!

Professional Research Experience Program (PREP) participants are undergraduate or graduate students and research faculty employed by CU Boulder with the National Institute of Standards & Technology (NIST) funding. In addition to researchers, top students from STEM-related departments, such as Physics, Computer Science, Engineering, & Math, may apply for PREP.

The PREP Visa, Travel & Relocation Specialist will be the expert in visas and departmental visa processing for the program. This can include H-1B, J-1, TN, and E3 visas. This position reviews, analyzes, and processes each visa and assures compliance with policies and procedures. This position implements procurement requests to assure conformance to statutes, rules, regulations and procedures, and provides administrative support for the program's research faculty and student travel. This position will create and recommend improved processes to ensure compliance with all fiscal regulations and policies, as well as visa, travel, and relocation regulations.

This position also performs a wide variety of financial duties such as financial management and professional accounting support to the PREP program. This includes reviewing, analyzing, and reporting on expenditures for research grants, contracts and other fund accounts, and assuring compliance through audit and analysis of financial transactions and records; interpretation of statements and reports, expenditure projection reports, and organization of grant documents and other confidential information.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

For more than twenty-five years, CU-Boulder and NIST have jointly run a very successful Professional Research Experience Program at the NIST Boulder Laboratories. The program has blossomed over time and has the largest participation ever. More than 800 students and post-doctoral associates have participated in this program since 1994, but in just the last three years there have been 345 participants. In the past six months, there have been over 160 total participants in PREP, with over 60% of these participants represented by Research Faculty. The current program is funded by a $75 million five-year federal award.

What Your Key Responsibilities Will Be

Manage and Process International Scholars Paperwork

  • Using professional judgment and knowledge of university, uniform guidance, and USCIS rules and policies, advise and collaborate with international scholars, the program manager, the NIST PREP Director, and NIST lab advisors as to the best course of action given the situation at-hand.
  • Work with CU’s International Student & Scholar Services (ISSS) to recommend appropriate documents needed for international scholars.
  • Coordinate and process visa paperwork for international research faculty, including visa paperwork for H-1b's, J-1's, and sometimes TN's and E3's.
  • Work with NIST and the international scholar to determine the appropriate type of visa and work with ISSS to ensure paperwork is submitted sufficiently ahead of time in anticipation of the start date, amend date, or end date.
  • Support Research Faculty who are on OPT's and STEM-OPT's through the process of filling out their I-983 forms.
  • This position must understand the complex rules/policies involving international researchers. In addition, we have approximately 40 international scholars with either H-1b, J-1, TN, or OPT visas. Each scholar has a visa end date that must be tracked and anticipated well enough ahead of time to determine if a renewal is needed and this position must stay up-to-date on current processing times for each visa to determine the options and when this position would need to extend a visa. This is very critical, otherwise if the visa isn't processed in-time, the international scholar may need to leave the program and the country.

Manage Travel and Relocation Requests and Expenses

  • Manage, advise and assist with travel and relocation requests and expenses.
  • Assure accurate travel and relocation approvals, relay University travel and relocation policies and procedures to travelers and new employees, and process travel and relocation expenses on the University's expense system.
  • Review travel and relocation requests and prepare proper documentation to implement reimbursement expense reports in a timely matter to assure conformance to statues, rules, regulations and procedures governing such items.
  • Verify availability of funds in appropriate budget pools for reimbursement. Review documentation for accuracy and proper authorization.

Financial Reconciliations

  • Monitor, analyze, and reconcile expenditures ensuring proper documentation and justification for each transaction and that each transaction is aligned with GASB principles of accounting and state fiscal rules, funding agency rules, Uniform Guidance rules, and University and Department regulations and policies.
  • Based on monthly professional review and reconciliation of accounts, recommend and process cost transfers with appropriate documentation to correct errors and move expenditures to accurate speedtypes and accounts when needed.

Administrative Support

  • Advise and assist with conference, workshops and other business travel for faculty and guests.
  • Provide support for website and databases.
  • This position might occasionally hire, train, and supervise student employees to assist with purchasing, travel, and other duties and is responsible for the annual evaluation of student workers.
  • Serve as backup to other team members as needed.

What You Should Know

This position will work a hybrid format, with some in-person and some remote work.

All University of Colorado Boulder employees are required to align with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

The salary range for this position is $48,000- $51,000 annually. Onboarding/relocation assistance may be available.


The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be impactful. Be innovative. Be Boulder.

What We Require

  • Bachelor's degree or a combination of education and relevant experience may substitute on a year-for-year basis.
  • One year of experience in coordination or administration of intricate, time-sensitive processes.

What You Will Need

  • Demonstrated skills in MS Word, Excel, Outlook, other MS Office programs.
  • Understanding of fund accounting principles.
  • Capability to work independently and autonomously to meet timelines and resolve problems without close supervision.
  • Ability to work within a team in a friendly and professional manner.
  • Excellent communication skills to relay accurate, timely and helpful information to all constituents.
  • Excellent written and oral communication skills.
  • Strong analytical, problem-solving, and interpersonal problem-solving skills.
  • Ability to balance multiple, complex assignments.
  • Proactive and organized to manage sensitive timelines.

What We Would Like You To Have

  • 1+ years of experience in coordination or administration of visa processing, preferably H-1bs and J-1s.
  • 1 year of experience in coordination or administration of sponsored project operations.
  • One year of experience with processing travel on federal funds.
  • Experience with ISSS visa policies.
  • Experience with Export Controls.
  • Experience with CU Travel Policies.
  • Experience with CU Systems (HCM, Marketplace, FIN, Cognos, SIS, Concur, InfoEd and other CU systems).

Special Instructions

To apply, please submit the following materials: 
  1. A current resume. 
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.

Please apply by January 23, 2022 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: