Admin Asst Global Education and Communications

General Statement of Job

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 by performing the following duties.

Specific Duties and Responsibilities

Course Building and Entry in Banner; Enters Department’s Schedule of Courses and Tracks Enrollment

Enter 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

Submit 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

Assist Students in Purchasing Flights for Programs Abroad

Ensure 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

Assist with Visits from International Partners

Helps Maintains 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

Education, Experience, and Licenses

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.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 presents 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 (prefer Microsoft Word, Excel, Access, e-mail 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, yet maintain close attention to detail and timeliness of work production.
• Ability to maintain highest level of confidentiality; and 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/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job 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.

NOTICE : The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.