Administrative Assistant

About the role

The Administrative Assistant reports to the Director of the Global Education Office (GEO), which oversees study abroad, study away, and educational exchange programs serving APSU students and also manages matters pertaining to incoming international students. The Administrative Assistant will help to ensure that all aspects of the GEO run smoothly, providing general organizational and office skills.

Responsibilities

• Greet visitors and assist as necessary in a polite and professional manner; answer incoming calls and emails, respond to inquiries, or transfer calls to the appropriate person.
• Coordinate daily office operations, including scheduling appointments, managing calendars, maintaining office communications, procuring office supplies, and working with vendors.
• Assist with management and monitoring of budgets, including operating and study abroad program-specific budgets.
• Assist with timely reconciliation of expenses and maintaining internal financial records and spreadsheets.
• Process travel authorizations, travel claims, and study abroad documents; purchase airline tickets, make hotel reservations, reserve cars, process conference registrations, request and distribute funds in advance for GEO staff and APSU faculty.
• Maintain and update student records, databases, and program documentation with a high level of accuracy and confidentiality.
• Assist with the processing of student applications to study abroad programs, reviewing them for completion, soliciting information from students as needed, and tracking deadlines.
• Support office programming, including meetings and orientations, workshops, recruiting efforts, and events such as the study abroad fair.
• Communicate study abroad and exchange program details, deadlines, and updates through email, newsletters, and website content management.
• Assist with scheduling and managing content across social media platforms.
• Perform other related duties as assigned.

Knowledge, Skills, And Abilities

• Ability to efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.).
• Ability to use or learn to use APSU programs, including Oracle, Argos.
• Ability to communicate effectively and appropriately.
• Ability to maintain confidentiality of records and information.
• Ability to interact in an effective and appropriate manner with all students, faculty, and staff, the University community, and the public.
• Ability to detect and correct grammatical and spelling errors in written correspondence.
• Ability to handle multiple tasks simultaneously.

Required Minimum Qualifications

• Efficiency with Microsoft Office Suite such as Outlook, Word, PowerPoint, and Excel.
• High school graduate or equivalent.

Physical Requirements

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time.

Schedule

This is a part-time position, 25 hours per week.