Temporary Personnel Coordinator (J-1 Student Coordinator)
Albertsons · Hyannis
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
Albertsons Companies is at the forefront of the revolution in retail. Committed to innovation and fostering a culture of belonging, our team is united with a unique purpose: to bring people together around the joys of food and to inspire well-being. We want talented individuals to be part of this journey!
Locally great and nationally strong, Albertsons Companies (NYSE: ACI) is a leading food and drug retailer in the U.S. We operate over 2,200 stores, 1,732 pharmacies, 405 fuel centers, 22 distribution facilities, and 19 manufacturing plants across 34 states and the District of Columbia. Our well-known banners include Albertsons, Safeway, Vons, Jewel-Osco, ACME, Shaw’s, Tom Thumb, United Supermarkets, United Express, Randalls, Albertson’s Market, Pavilions, Star Markets, Market Street, Carrs, Haggen, Lucky, Amigos, Andronico’s Community Markets, King’s, Balducci’s, and Albertson’s Market Street.
Our vision is to be a retail leader admired for national strength with deep local roots, offering an easy, fun, friendly, and inspiring experience, no matter how customers choose to shop with us. We celebrate the rich diversity of the communities we serve, and strive to create a workplace where everyone has equal access to opportunities and resources, and can fully contribute to their and our company’s success.
Bring your flavor
Building the future of food and well-being starts with you. Join our team and bring your best self to the table.
Disclaimer
The above statements are intended to describe the general nature of work performed by the employees assigned to this job and are not the official job description for the position. All employees must comply with Company, Division, and Store policies and applicable laws. The responsibilities, duties, and skills of personnel may vary within store and/or from store to store and the official job description will be provided during the application process.
Albertsons is an Equal Opportunity Employer
This Company is an Equal Opportunity Employer, and does not discriminate on the basis of race, gender, ethnicity, religion, national origin, age, disability, veteran status, gender identity/expression, sexual orientation, or on any other basis prohibited by law. Consistent with applicable state and local law, the Company will consider for employment qualified applicants with arrest and conviction records.
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