International Department Coordinator
About the role
The International Department Coordinator provides administrative and operational support to Office of International Students & Scholars (OISS) professional staff and international students and scholars. This position is responsible for the department's major administrative functions, including budgeting, accounting, and office workflow management. The International Department Coordinator serves as the lead front-line contact for routine inquiries and requests from all walk-in visitors and phone calls, referring more complex issues to higher-level staff. This position requires excellent communication and organizational skills, knowledge of OISS policies and procedures, and general immigration knowledge to handle a broad range of inquiries. The ideal International Department Coordinator is someone who has proven experience working in a fast-paced, ever-changing, high-volume environment and is prepared to navigate the nuances of individuals' needs with efficiency, accuracy, and empathy. This individual will also be a key contact for navigating the financial and administrative campus software systems.
Responsibilities
- Acts on behalf of the unit, functional area, or department head to establish priorities and identify and resolve administrative issues
- Researches and/or writes background information for meetings
- Participates in meetings on the supervisor's behalf, as needed
- Oversees the coordination of complex conferences, seminars, and events
- Composes documents for presentations, conferences, and reports; performs substantial research, editing, and fact-checking
- Creates complex reports and spreadsheets
- Makes recommendations based on reports
- Oversees and processes a variety of complex financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies
- May assist with capital or special equipment requests and/or vendor selection
- Manages procurement-related issues and processing
- Coordinates complex office moves
- Plans and coordinates routine remodeling and renovation projects
- Analyzes and reviews materials and extracts pertinent information for briefing purposes
- Guides and trains student workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness
- Performs other duties as assigned
- Provides office support by answering phones, scheduling appointments, and responding to inquiries from walk-in visitors
- Assists with the initial and ongoing orientation of newly arrived students and scholars, providing preliminary immigration guidance and procedural information to students, scholars, and departments
- Exercises sound judgment regarding emergencies or critical issues involving international students and scholars
- Coordinates with the other International Department Coordinator on all administrative, compliance, and office support functions
- Inputs, tracks, and monitors records in ISSM (visa management system)