Admin Asst Global Education and Communications

About the Role

The Communications and Global Education Administrative Assistant performs essential clerical and operational work, keeps official and department records, and supports department heads and faculty with administrative responsibilities.

Responsibilities

• Enters Department’s Schedule of Courses and tracks enrollment in Banner
• Enters Faculty Load and Compensation in Banner
• Serves as Receptionist for Department (by telephone and in person), screens incoming calls and correspondence, and responds independently when possible
• Prepares confidential correspondence, reports, and other complex documents
• Manages department storage areas
• Handles all incoming and outgoing mail in a timely manner
• Submits URM, Catering, IT, and Physical Plant/Facilities forms as needed
• Assists student registration by entering overrides approved by the Department Head/Executive Director
• Orders and maintains office supplies and equipment
• Orders promotional materials as directed by supervisor(s)
• Attends promotional/outreach events (Lion Pride Days, Third Thursday, etc.) as needed
• Assists students in purchasing flights for programs abroad
• Ensures University Traveler paperwork is submitted and complete before departure
• Sends SafeChecks for student travelers as required
• Works with Financial Aid and Bursar’s Office to manage accurate distribution of study abroad grants
• Administers study abroad insurance and verifies all student travelers have a policy
• Assists in maintaining Traveler Management System, including education abroad data for various purposes, including Commencement sashes
• Assists with visits from international partners
• Helps maintain database for exchange partners (renews or alerts Director when agreements set to expire)
• Assists faculty with expense reports and absence from campus forms
• Assists in student advising by providing guidance and recommendations using online education abroad software
• Other duties as assigned by the Department Chair or Executive Director of Global Education

Requirements

• High School diploma or GED required
• One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience

Skills

• Ability to read and comprehend relevant instructions, short correspondence, and memos
• Ability to write relevant correspondence
• Ability to effectively present information in one-on-one and small group situations to students, faculty, staff, and members of the public
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to present facts to faculty for departmental response
• Ability to deal with a variety of information presented in oral or written formats
• Ability to deal with non-verbal behavior in assisting with problem resolution
• Ability to effectively communicate orally (in person and by telephone) and in writing
• Ability to effectively operate a computer (preferably Microsoft Word, Excel, Access, email, and internet skills)
• Ability to use (or quickly learn) the Purchase Order, Student Data, Scheduling, Assessment, and other software systems
• Ability to effectively use a variety of office machines (such as scanner, photocopier/fax, multi-line telephones, etc.)
• Ability to multi-task while maintaining close attention to detail and timeliness of work production
• Ability to maintain the highest level of confidentiality
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public)

Physical Demands

• Regularly required to use hands to finger, handle, feel, or use a computer keyboard and talk or hear
• Frequently required to sit
• Occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch
• Must occasionally lift and/or move up to 20 pounds
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus

The noise level in the work environment is usually moderate.