Administrative Assistant, Study Abroad

Administrative Duties Include: • Assist in preparing agendas, documents, and communications. • Process and track purchase requests, reimbursements, and supply orders. • Sorting and distributing mail and deliveries. • Coordinating the ordering and distribution of Study Abroad graduation sashes. • Acting as notary public for study abroad team. • Serve as a point of contact for routine facility or building maintenance issues. • Submit FM service requests and follow up on completion for Study Abroad Office. • Maintain office supplies, shared work areas, and resource inventory. • Help ensure smooth day-to-day functioning of shared spaces and equipment. Administrative Duties for Study Abroad Leadership Include: • Scheduling meetings and preparing background information or meeting materials. • Assisting with domestic and international travel including identifying flights or hotels and booking. • Preparing p-card forms, travel reimbursements and other financial documents. • Manage calendars, schedule meetings, and coordinate appointments for Study Abroad leadership. Spain and Italy Visa Process Coordination Include: • Updating and maintaining visa application guides and documents. • Updating and scheduling regular visa related communications in Via TRM. • Scheduling and hosting regular visa application workshops. • Holding visa application appointments and drop-in hours for students. • Creating and maintaining tracking records for students applying for visas. • Collecting and reviewing visa applications. • Requesting financial aid letters, drafting consulate letters and preparing documents for inclusion in visa applications. • Coordinate shipping and receiving processes for visa applications, including creating FedEx labels, drafting consulate letters, and mailing and picking up packages. • Recruiting and training volunteers to assist with visa processes. • Fielding visa questions from students via email, phone and in-person. • Traveling to Los Angeles to drop off and pick up visa applications (Generally once a semester/as needed). Customer Service Duties Include: • Serving as front office staff for Study Abroad, which includes greeting, welcoming and directing students and other visitors. • Answering main phone line for Study Abroad, and taking messages, screening or forwarding phone calls. • Maintaining the study abroad office email inbox, which includes checking regularly, responding to or forwarding emails. • Investigating, evaluating and resolving administrative issues involving the front desk. • Providing detailed assistance and information to students, faculty, staff and parents regarding Study Abroad programs, services and policies. • Providing excellent customer service to students, parents, campus colleagues and international partners. • Acting as back-up for front desk coverage when student workers are not available. Event Program Coordination Include: • Provide logistical support for department-led events (e.g., study abroad fairs, international visitors, staff events, orientations). • Assist with venue bookings, catering orders, setup/tear-down, and day-of coordination. • Support the planning and communication of events through checklists, timelines, and tracking tools. • Create and maintain post-event documentation and feedback reports. Supervising Student Workers Include: • Hiring, training and evaluating student workers. • Managing student schedules, time reporting, and basic supervision. • Assigning tasks or projects to students and tracking progress. Knowledge, Skills Abilities: • Knowledge of office procedures. • Ability to accurately prepare and maintain records. • Skill in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and taking accurate notes. • Ability to communicate effectively in both oral and written form. • Ability to handle difficult and stressful situations with professional composure. • Skill at maintaining careful attention to detail. • Skill in managing one’s own time and the time of others. • Ability to provide exceptional customer service. • Skill at identifying and implementing efficiencies in workflows.