Administrative Assistant III

Job Summary

Reporting to the Director, the Administrative Assistant III provides administrative support to the Director and functions of the Office. The Office promotes internationalization of curricular and co-curricular programs. This position requires an individual with a high level of initiative, exceptional organization and communication skills and an ability to adapt to a dynamic and fast-paced environment.

Essential Functions

• Schedule appointments, answer telephone calls, and provide general administrative support to office staff.

• Assist in the management and supervision of work-study students.

• Process exchange and education abroad students' paperwork.

• Assist with departmental budget-related transactions, including purchasing, supplies, check requisitions, and T & E expense reimbursements.

• Assist with the marketing, recruitment, and academic advising of potential study abroad participants.

• Maintain, collect, and update programs in the Terra Dotta software system and pull reports and queries as needed.

• Develop and maintain content for handbooks, newsletters, the education abroad website, and other informational literature for students, faculty, parents, and other offices.

• Communicate with internal administrative and academic offices and provide support in event planning for the office, including English Language Institute (ELI) co-curricular activities and events.

• Message newly admitted ELI students and continuing students through communications plans (such as orientation, payments, instructions for immunization, address changes, unsatisfactory attendance/performance, etc.); track student payments; and create student rosters.

• Track registered ELI students and follow up to complete registration and inform students of noteworthy items that arise throughout the session (campus changes, office procedures, events…).

• Other duties as assigned

Qualifications

High School or GED

Required Work Experience

• High school diploma or (GED)

• One (1) - three (3) years of work experience

• Excellent oral and written communication skills

• Excellent organizational and time management skills

• Commitment to handling confidential and sensitive issues with judgment

• Commitment to assisting the department in providing services to all students

• Proficiency in various Windows-based computer programs, including MS Outlook, Word, Excel, & PowerPoint

• Ability to manage multiple priorities independently while meeting deadlines

Preferred

• Bachelor's degree

• Previous experience as an administrative assistant

• Previous experience working in a college environment

• Experience interacting with students, faculty and other staff members to accomplish office goals

• Experience dealing with various audiences (domestic and international) accurately and calmly and to make decisions under pressure and without immediate supervision

• Ability to learn college operational and financial systems