Administrative Assistant Global Education

Job Description

The Administrative Assistant for the Global Education Office is a 10-month position that provides comprehensive administrative and operational support for the College's Global Education programs, including study abroad, exchange programs, and global education grants. This position plays a vital role in ensuring the smooth day-to-day operation of the office by managing financial processes, coordinating events, maintaining records and communications, supporting students and faculty, and supervising student employees.

The successful candidate will be highly organized, detail-oriented, and customer service focused, with strong administrative, financial, and technical skills. This individual will work collaboratively with faculty, staff, students, and external partners while maintaining confidentiality and providing exceptional support for the College's global education initiatives.

The Administrative Assistant reports to the Director of Global Study and Experience and contributes to creating meaningful international learning opportunities that enrich the Saint Mary's College student experience.

Minimum Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Extensive experience managing budgets and financial records.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Experience using database and spreadsheet software.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Commitment to providing outstanding customer service to students, faculty, staff, and external partners.

Preferred Qualifications

• Previous administrative support experience in higher education or a related educational environment.
• Experience working with Google Workspace (Docs, Sheets, Drive, Forms) and other online collaboration tools.
• Experience maintaining websites and digital content.
• Experience creating promotional materials and managing social media content.
• Experience supervising student employees or interns.
• Familiarity with study abroad programming or international education.
• Event planning and project coordination experience.

Job Responsibilities

Financial Administration

• Maintain detailed spreadsheets and financial records for multiple Global Education programs.
• Track program budgets, grant funding, and financial information from study abroad partners.
• Communicate with study abroad providers regarding program costs and financial information.
• Review invoices and process payments in collaboration with the Director of Global Study and Experience.
• Process reimbursements and reconcile purchasing card transactions.
• Coordinate scholarship administration for Global Education programs.
• Communicate with faculty regarding program budgets and financial processes.
• Collaborate with campus departments including Student Accounts, Financial Aid, and the Business Office to coordinate financial activities.

Office Administration

• Order office supplies and maintain organized office resources.
• Coordinate with campus departments such as Information Technology, Building Services, and external vendors.
• Maintain memberships with professional global education organizations.
• Manage departmental calendars and assist with scheduling meetings and events.

Technical Support

• Maintain organized physical and electronic filing systems.
• Update and maintain departmental records using various software systems.
• Maintain the Global Education website.
• Assist with occasional social media posts and digital communications.

Event Planning

• Coordinate logistics for Global Education events, including room reservations, catering, travel arrangements, and promotional materials.
• Assist in planning and executing student programming and informational events.

Student Employee Supervision

• Recruit, hire, train, onboard, schedule, and supervise student employees.
• Provide ongoing guidance, support, and performance feedback to student staff.

Communications

• Serve as the primary contact for multiple departmental email inboxes.
• Respond to inquiries from students, faculty, parents, and external partners.
• Prepare meeting agendas, record meeting minutes, and draft reports and correspondence.
• Create visa support letters and other required student documentation.

Global Education Program Support

• Assist with study abroad and exchange program administration.
• Enroll students in international insurance programs.
• Register students with U.S. State Department travel advisories.
• Support additional Global Education initiatives and projects as assigned.

Schedule: Full-time, 10-month position.

Eligibility to Work: Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.