St. Mary's University
  • 05-Dec-2022 to Until Filled (CST)
  • Center for International Programs
  • San Antonio, TX, USA
  • Hourly
  • Part Time

Competitive Pay; Approximately 20hrs per week


The Office Coordinator assists the Center for International Programs and team members, including International student support services by providing comprehensive support and courteous service to office constituents, including students, alumni, faculty, staff, employees and external visitors. This position is responsible for the administrative needs of the offices while supporting the school's international student community.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provides comprehensive administrative support in daily activities for department. Maintains email distribution lists and shared calendars; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
  • Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per department policy and operational functions for files, events, accreditation, and/or programs. Assembles and disseminates information as requested for internal and external individuals or organizations.
  • Processes budget actions for check and cash requests, purchase orders, deposits, reimbursements, travel authorizations and expense reports; prepares and maintains budget files, expense forecasting, and creates budget forms as needed for overall offices expenses; purchasing of office supplies, conference/ travel arrangements and expense reimbursements; manages updates of monthly budget files by ensuring all outstanding charges are accounted for in collaboration with Office staff members.
  • Assembles and prepares publicity, media and materials for meetings, retreats, training, workshops, seminars, conferences, and special events in coordination with communication department. Coordinates the production and distribution of marketing materials and social media releases and maintains applicable webpages.
  • Provides support to department leadership; develops, supports, and maintains study abroad programs; plans, arranges and secures resources and logistical details of events or meetings by securing room(s), virtual resources and managing digital requirements.
  • Provides support for set-up/execution, distribution of materials, catering and any other related planning details.
  • Arranges, supports, and attends meetings, events or conferences. Invites required participants, documents meeting results to include attendance logs, minutes, and/or action items. Consults department staff on action items and ensures materials are timely distributed.
  • Opens/closes office, and maintains the appearance of the office/guest reception areas and updates resources and external partner marketing materials;
  • Hires, guides and supervises the student workers. Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices; updates job descriptions, interviews and hires; evaluates and maintains records in compliance with Financial Aid guidelines; timesheet approvals, office training and manages daily work plans for Student Workers for the office;
  • Assists with international scholar & student services, including issuing I-20s, as one of the University's DSO (Designated School Officer).
  • Serves on University committees as appropriate and in place of other staff when they are out of office for periods of time.
  • Performs other duties as assigned.

QUALIFICATIONS:

  • High School Diploma or GED, Associate's Degree from an accredited college or university preferred
  • 3 Years of demonstrated administrative support experience. Higher Education experience, preferred.
  • Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
  • Must clear and maintain a favorable background investigation and clearance
  • Must be able to be affirmed as Designated School Official (DSO) and Responsible Officer (RO) by U.S. Citizenship and Immigration Services (USCIS) (must be a US citizen or permanent resident), familiar with Exchange Visitor Program regulations, Homeland Security Policies, manuals; experience with F-1 (and preferably J-1) student exchange matters; and an ability to communicate assistance to exchange students
  • Must have the ability to demonstrate intermediate skills in MS Office (Word, Excel, Teams, and PowerPoint) and experience with virtual meeting platforms such as Zoom. Experience with ARGOS reporting software or similar, Banner (Student Information System or similar, preferred
  • Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
  • May be required to work more than 40 hours during the workweek.
  • Excellent understanding and demonstrated experience working with clients from diverse cultural and linguistic backgrounds
  • Understanding and demonstrated experience working with basic student visa issues and/or the Student Exchange Visitor Information System (SEVIS)
  • Ability to handle multiple tasks, meet deadlines, and work independently; Ability to learn new tasks and adapt to changing demands
  • Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)



PHYSICAL DEMANDS:

  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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