Office Coordinator - Global Learning & International Affairs - Western Kentucky University

Western Kentucky University
  • Location
    Bowling Green, Kentucky
  • Sector
  • Experience
    Early Career
  • Posted
    Jun 20

Position description

Western Kentucky University (WKU): Founded in 1906, WKU is located in Bowling Green, Kentucky, an ethnically and racially diverse city of 61,500 people, about 110 miles south of Louisville and 65 miles north of Nashville. More than 50 different languages are spoken in and around Bowling Green and people from 35 nationalities call the area home. We seek to attract research- and teaching-active faculty, as well as staff members, from academically and culturally diverse backgrounds. The university's population of approximately 20,000 students includes 35% first generation university/college, 15% underrepresented minority and 6% international students. A regional comprehensive university, WKU is student-centered and focuses on applied research that expands knowledge; improves learning; and serves the region, state and nation.

Please view our current openings to see how you can be a part of the Western Kentucky University community. We offer a very attractive benefits package including health, dental, life and long-term-disability insurance; retirement; flexible spending accounts; EAP services; and generous vacation, medical and holiday paid time off. We also offer an outstanding tuition remission policy for employees, their spouses and dependents.


Job Description:

Purpose of Position

The Office Coordinator position prepares financial transactions of a difficult nature that require a high degree of initiative, accuracy, judgment and knowledge as necessary to support the administrative operations of the Global Learning & International Affairs unit.

Primary Duties and Responsibilities

  • Provide excellent customer service to all internal and external constituents
  • Reconcile all purchasing cards for the units (approx. 60)
  • Prepare and track interoffice financial transfers, including grants, foundation account purchases, reimbursements and scholarships
  • Maintain all financial and budgetary records for the unit in order to accurately document financial activities 
  • Bill student accounts (tuition, fees, insurance)
  • Apply scholarships to student accounts
  • Pay vendor invoices and purchase needed items through TopShop
  • Generate financial reports from Banner and Infoview,
  • Enroll students in insurance and pay vendor
  • Process travel vouchers for traveling staff
  • Prepare staff reimbursements 

Secondary Duties and Responsibilities

  • Maintain office inventories, including phones, computers, and general supplies
  • Packing and shipping documents
  • Provide direct administrative support to GLIA team members
  • Receive and distribute mail, correspondence and reports in a timely manner
  • Other duties as assigned

Knowledge and Skills Considered Essential for Success:

  • Organized and detail oriented
  • Ability to independently prioritize and multitask
  • Ability to calculate mathematic functions
  • Ability to review and understand data
  • Experience and command of Excel
  • Demonstrated written, verbal, and interpersonal communication skills with strong customer service for both domestic and international individuals
  • Ability to concentrate and focus on computer applications for a period of 2-4 hours
  • Computer literacy and proficiency to include Microsoft Office Suite


  • Two-year post secondary education, plus 2 years related administrative experience

Application instructions

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