Temporary Personnel Coordinator (J-1 Student Coordinator)

J1 Student Coordinator

Location: Southeastern Massachusetts or Cape Cod

Schedule: Temporary, November - August

Position Summary

The J1 Student Coordinator plays a vital role in supporting Shaw's and Star Market's international student workforce. This position ensures a smooth, compliant, and culturally enriching experience for J1 participants while supporting store teams across the region. The Coordinator serves as the primary liaison between students, stores, housing providers, and J1 visa sponsors.

This role requires a high level of coordination, communication, and adaptability. The Coordinator will manage multiple moving parts across departments, vendors, and external partners to ensure that students are welcomed, onboarded, housed, and supported throughout their seasonal employment. Success in this role depends on proactive planning, attention to detail, and the ability to build strong relationships with store teams, housing providers, and community partners. The Coordinator must be comfortable navigating complex logistics, resolving issues quickly, and maintaining compliance with federal and sponsor regulations while promoting a positive and inclusive experience for all participants.

Key Responsibilities

Pre-Arrival Coordination

• Collaborate with J1 sponsors to finalize student placements and hiring timelines
• Maintain and update the J1 Hiring Spreadsheet on Teams
• Communicate with stores to designate support PCs and backup contacts
• Source housing leads and confirm host details (rent, utilities, photos, ownership verification)
• Track housing commitments and ensure students submit housing plans in sponsor portals
• Coordinate bulk housing logistics and transportation
• Seek real estate and housing partners in key regions
• Contact previous hosts and housing providers
• Post housing flyers in stores and manage social media outreach
• Create and maintain the Teams Hiring Page for the upcoming season

Interviewing & Candidate Evaluation

• Conduct virtual interviews with prospective J1 students
• Review student applications and housing plans prior to interviews
• Confirm housing proximity and sponsor details before proceeding
• Send interview scheduling links and follow up with offer letters for approved candidates
• Maintain communication with sponsors to finalize student approvals and placements
• Track interview outcomes and update hiring spreadsheets accordingly

Onboarding & Orientation

• Prepare and distribute onboarding materials: welcome bags, name tags, local guides
• Schedule and facilitate store-level orientations
• Ensure students complete I-9, W-4, and MyACI onboarding steps
• Guide stores through I-94 retrieval and document verification
• Assist with direct hire process in MyACI, including dummy SSNs and profile merges
• Monitor access to Journeys and troubleshoot login issues
• Provide stores with onboarding letters, employment verification letters, PC/SD contact info, and store details
• Coordinate onboarding documentation and temporary passwords
• Track embassy dates and hiring waves

Documentation & Compliance

• Collect and verify DS-2019, J-1 Visa, passport, SSN, and housing address
• Ensure proper completion of I-9 Section 1 & 2 with visa and I-94 details
• Track SSN updates and ensure students are not termed until SSN is entered
• Update and verify SSNs in the hiring spreadsheet and MyACI system
• Submit W2 Helpdesk tickets for students requesting tax documents
• Maintain secure records of student documentation and onboarding status
• Complete feedback forms and manage contract approvals and business licenses

Housing & Transportation

• Liaise between hosts and students without disclosing host addresses
• Ensure students submit housing plans 3–4 weeks before arrival
• Coordinate move-in/move-out logistics, including cleaning vendors and key handoffs
• Track and distribute bus pass codes; ensure student schedules align with transit availability
• Organize supplemental transportation options for bulk housing students
• Monitor housing roster reports and follow up on incomplete submissions

Cultural Engagement & Support

• Organize and promote cultural events at stores
• Respond to student inquiries regarding housing, onboarding, and scheduling
• Provide guidance on local resources and community integration
• Maintain bi-weekly J1 Teams calls and update Teams pages with store-specific info
• Send preseason, follow-up, and welcome letters to students

Rehire & End-of-Season Tasks

• Collect rehire recommendations from stores and send offer letters
• Coordinate with sponsors to process rehires and update rosters
• Submit Helpdesk tickets to end housing deductions
• Track departures and ensure proper terminations in MyACI
• Send thank-you gifts or letters to hosts and community partners
• Track arrivals and departures; maintain hiring data and reporting

Travel Requirement

• Regular travel to stores hosting J1 students is required to:
  • Conduct orientations and check-ins
  • Support onboarding and housing transitions
  • Provide in-person assistance to store teams and students
  • Conduct weekly student visits

Qualifications

Required

• Exceptional organizational and time management skills
• Proficiency in Microsoft 365, especially Excel, Outlook, and Teams
• Strong written and verbal communication skills
• Ability to work independently and adapt to changing priorities
• Ability to manage sensitive information with discretion and confidentiality
• Strong problem-solving skills and ability to navigate complex logistics
• Comfortable working across multiple systems and platforms (e.g., MyACI, E-Verify, sponsor portals)
• Willingness to work flexible hours, including early mornings or evenings during peak arrival periods

Preferred

• Prior experience as a J1 student or working with J1 programs
• Experience in grocery retail or seasonal employment
• Familiarity with housing coordination or event planning
• Experience coordinating transportation or housing logistics
• Familiarity with immigration documentation and visa compliance
• Experience with community outreach or partnership development
• Ability to speak a second language or experience working with multilingual populations

Physical Environment & Ergonomics

• This role requires regular movement between store locations, housing sites, and office settings
• Must be able to sit or stand for extended periods during meetings, onboarding sessions, and travel
• Frequent use of a computer, phone, and video conferencing tools
• Occasional lifting of onboarding materials (e.g., welcome bags, signage) up to 25 pounds
• Ability to drive or arrange transportation to various store and housing locations
• May require walking long distances or climbing stairs in housing inspections or store visits
• Must be able to work in a variety of environments including retail stores, housing units, and community spaces

Additional Details

• Reports to the Human Resources department
• No direct reports
• Must be located in Southeastern Massachusetts or Cape Cod
• Temporary role, active November through August