Administrative Systems and Office Coordinator

Administrative Systems And Office Coordinator

Lehigh University's Office of International Affairs (OIA) is seeking a tech savvy, detail-oriented, culturally sensitive and collaborative administrative professional to support one of its most student-facing units. This is an opportunity to contribute meaningfully to international education operations, in a fast-paced office at a research university with a strong commitment to global engagement.

The Administrative Systems and Office Coordinator operates across two interconnected areas of the OIA. Eighty percent of the role is dedicated to the Office of International Students and Scholars (OISS), supporting advising operations, student engagement, and office administration. The remaining twenty percent contributes to the OIA Shared Services Operations Team as needed, addressing cross-functional needs across the division. Under the primary supervision of the Director of OISS, the Coordinator serves as a Designated School Official (DSO) and Alternate Responsible Officer (ARO), facilitates communications and logistics for international student and scholar support, and helps ensure compliance with federal regulations. In the shared services capacity, the Coordinator contributes to cross-unit administrative efforts under the functional direction of the OIA Administrative Director.

Position Number: S78510

This position is a Grade: 7 - 37.5 with an approximate salary range of $37,190-$44,640 and is subject to change based on experience, skills and qualifications.

Key Accountabilities

• 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.

Qualifications

• 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
• Ability to manage multiple priorities with accuracy and discretion

Why Lehigh?

Lehigh University offers staff a professional environment where contributions are recognized as integral to the university's academic and global mission. Within OIA, this role sits at the center of international student services work that has a direct and tangible impact on students navigating complex regulatory and personal transitions. Lehigh supports its staff through comprehensive benefits including tuition assistance for employees and eligible dependents, robust professional development opportunities, and a strong campus community in Bethlehem, Pennsylvania. This is an institution where administrative professionals are equipped and empowered to do their best work.

Lehigh University is an equal opportunity employer and does not discriminate. We are committed to a culturally and intellectually diverse community and we seek qualified candidates to contribute to the university's mission.

Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Lehigh's Accommodations Specialist.

Special Considerations

• This position has direct contact with minors, therefore a background check is required.
• The duties of this position may allow the employee to work partially remote as deemed appropriate by their supervisor.

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position.

Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.