Reporting to the Director of International Operations, the Operations Support Specialist supports the operations of the Office of International Affairs (IA) towards achieving internationalization of the University, including three program teams: International Relations and Partnerships, International Student and Scholar Services, and Education and Fellowships Abroad; handles budgeting, payroll, and personnel actions; assists as a key administrative facilitator with team leaders in communications with outside entities, including foreign and domestic organizations and vendors; and helps develop an efficient and impactful approach to serving the University’s international interests and constituents.
- Coordinates the schedule of the Director, supports all team leaders within the office, and makes independent decisions on the daily operations of the office and the building.
- Engages with the Director and staff to secure information regarding tasks to be undertaken and helps facilitate the process to see their timely completion; and assists in implementing unit and University policies and procedures.
- Prepares, executes, monitors, and reports on the office’s budget, including all sources of funding (e.g., general, endowment, and grant accounts); coordinates planning and budgeting processes by working closely with unit heads to align office requests with University budgets; keeps track of daily expenditures in an internal financial database; and monitors PeopleSoft reports; and compiles expenditure reports.
- Monitors and processes payroll, leave requests, and staff personnel actions; advises the Director to ensure all staff personnel actions are consistent with procedural guidelines; and interacts with team leaders to ensure quality control of paperwork and compliance with administrative deadlines.
- Manages office business affairs by coordinating with contractors, vendors, and other departments; handles procurement and payments for the office; and oversees service contracts on office equipment.
- Makes all international, national, and local travel arrangements for office staff and Education Abroad students.
- Utilizes the office’s work tools (e.g., Slack, Trello, Google Drive), and updates master templates for letters, memoranda, and forms.
- Generates and monitors requisitions, check requests, and petty cash documents; and compiles monthly expenditure reports to assess rates of spending and project expenses and revenues.
- Handles financial and grant disbursements for students that include tuition and housing; and makes travel arrangements for students and mentors for internships at domestic or international destinations.
- Hires and supervises student assistants, as applicable; and trains student assistants in office procedures.
- Provides logistical support for events and supports International Affairs with its management of international projects; coordinates interpreting services for staff and international visitors; and provides hospitality services to visitors.
- Establishes and maintains a positive and supportive working relationship with co-workers and supervisor.
- Shows a genuine commitment to diversity, equity, and inclusion in the workplace and participates in activities and workshops to foster continuous learning.
- Serves as a mandatory reporter under Title IX; and commits to completing Title IX training and other compliance requirements on an annual basis.
- Performs related and other duties as assigned.
Required Qualifications (When the candidate’s resume meets these qualifications, it will be screened in):
- Bachelor’s degree.
- A minimum of two years of high-level professional administrative support experience.
- Fluency in American Sign Language.
Preferred Qualifications (While not required, it is an advantage for what the position needs):
- Experience working in international affairs and/or working with foreigners.
Knowledge, Skills, and Abilities (Qualities that will help the incumbent be more successful in the position):
- Excellent interpersonal and communication skills.
- Strong knowledge of professional protocol within a high-level university office.
- Demonstrated ability to interact easily with personnel, students, and visitors.
- Demonstrated ability to use a variety of computer software applications (e.g., Microsoft Word, Microsoft Excel, Microsoft PowerPoint).
- Demonstrated ability to take initiative, work independently, and solve problems, and to be flexible with work assignments.
- Demonstrated ability to represent the Office of International Affairs and the University effectively with individuals and groups.
- Demonstrated ability to work with and across University departments, outside constituents and groups.
- Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
Other Important Information:
- The successful candidate must have valid authorization to work in the United States.
- All employees are expected to be fully vaccinated against COVID-19 and will be required to submit their vaccination record prior to entering campus or by 45 days of employment, whichever is earlier.
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