Administrative Systems and Office Coordinator

About the role

The Administrative Systems and Office Coordinator supports the Office of International Students and Scholars (OISS) and the OIA Shared Services Operations Team. The role includes building, testing, and maintaining digital e-forms, conducting data audits, providing technical support, and managing various administrative tasks.

Responsibilities

• Collaborate with the primary administrator to build, test, and maintain digital e-forms, checklists, and automated email workflows within Sunapsis to streamline system processing.
• Conduct routine data audits and reconciliations across Sunapsis, Banner, and SEVIS to eliminate errors, clear system inconsistencies, and ensure accurate batch-filing.
• Serve as the primary line of technical support for international students and scholars to resolve portal login issues, navigation errors, and system glitches.
• Extract data for office assessments, Open Doors reporting, and institutional requests, while developing digital standard operating procedures (SOPs) to ensure operational continuity.
• Provide high-level administrative support to the OISS team and Director on strategic projects, manage front-facing office workflows, and maintain a welcoming, efficient environment for visitors.
• Serve as a Designated School Official (DSO) and Alternate Responsible Officer (ARO) to issue initial I-20s and route complex immigration or technical issues to appropriate staff.
• Provide direct advising to international students and scholars on routine inquiries, while assisting them with Social Security, DMV, ID card, and employment authorization processes.
• Support the administrative logistics for international student orientations, cross-cultural programming, and OISS events by managing registrations, room reservations, and vendor communications.
• Maintain and update OISS website content, distribute email communications, contribute to social media outreach, and manage student and scholar stories for reporting purposes.
• Manage office financial transactions, process invoices, monitor supply inventories, maintain digital standard operating procedures (SOPs), and collaborate on tax compliance workshops.
• Facilitate Office of International Affairs (OIA) logistics by managing hybrid event reservations, executing routine procurement and financial tracking, maintaining shared records and evaluations, and contributing to newsletters, promotional content, and website updates.

Requirements

• High School Diploma or GED; Associates or Vocational/Technical Degree preferred
• Three to five years of related work experience
• US Citizenship or Lawful Permanent Residency required by federal regulation in order to serve as a DSO/ARO
• Familiarity with higher education databases (such as Sunapsis, Banner, Terra Dotta, or Salesforce)
• Experience using various AI software, particularly within the Google Suite
• Experience creating user guides, training materials, or step-by-step documentation for software or processes
• Excellent organizational skills with demonstrated experience supporting general office operations, event logistics, or administrative workflows
• Strong technical aptitude with an ability to quickly learn new software platforms, troubleshoot basic user errors, and work with digital forms or data sheets
• Prior experience working in a customer-service oriented or shared-services environment
• Strong communication and intercultural skills

Qualifications

• High School Diploma or GED
• Three to five years of related work experience
• US Citizenship or Lawful Permanent Residency required by federal regulation in order to serve as a DSO/ARO
• Familiarity with higher education databases (such as Sunapsis, Banner, Terra Dotta, or Salesforce)
• Experience using various AI software, particularly within the Google Suite
• Experience creating user guides, training materials, or step-by-step documentation for software or processes
• Excellent organizational skills with demonstrated experience supporting general office operations, event logistics, or administrative workflows
• Strong technical aptitude with an ability to quickly learn new software platforms, troubleshoot basic user errors, and work with digital forms or data sheets
• Prior experience working in a customer-service oriented or shared-services environment
• Strong communication and intercultural skills