Job Description: The Office Administrator will provide an array of administrative and technical support to the Associate Vice Provost Global Strategies and the Global Fairfield staff. Reporting to the Office Manager, the Office Administrator is responsible for front office operations, providing student services support, and facilitating international travel registrations. The position requires strong customer service skills, assertive leadership and communication skills and the ability to work on a team in a busy student facing office. Ideal candidates will embody the University's Jesuit vision, mission and values as a foundation for their interactions with members of the University community as well as external parties.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
General operations - Manage Front Desk operations including greeting, assisting, and referring students, parents/families, faculty, staff, and others who contact the office via telephone, email, or in-person.
- Maintain calendars, and schedule appointments and meetings.
- Coordinate logistics including, but not limited to, making appropriate room reservations, catering orders, office supplies, and audio and visual setup for programs and events.
- Communicate effectively with supervisor concerning pertinent office and/or University matters.
- Establish and maintain effective working relationships with peers in other offices.
- Maintain information as required for office, divisional, and University initiatives.
- Record and disseminate minutes for meetings as needed.
Study Abroad Services support - Assist in maintaining accurate study abroad applications including but not limited to updating payment information, student statuses, first steps/next steps attendance, date changes, etc.; creating reports; sending emails to applicants
- Ensure Dean of Students approvals are completed each term
- Assist with visa and passport information gathering, annual batch visa mailing, scheduling visa information sessions and tracking attendance
- Support the Global Fairfield Selection Committee.
- Audit weekly Travel Log and communicate with students and study abroad advisors per Global Fairfield policies.
- Receive foreign transcripts at the end of the term, organize files in Augustus, update School of Record log and Terradotta.
International Student Services support - Update Slate with international student information (I-20 issued date, visa interview date/result, etc.)
- Email students daily/weekly/monthly regarding reminders for upcoming events, rules & regulations, deadlines, etc.
- Assist with ISSS updates and logging supporting documents for address, phone and email changes.
International Travel Registration suport .
- Provide program information to international travel provider
- Receive student flight confirmations
- Update student application with flight confirmation
- First point of contact for university sponsored international travel requests and international insurance enrollment
- Assist with international health insurance enrollment for study abroad and exchange students
QUALIFICATIONS:
Education - Associate degree or equivalent educational experience required. Bachelor's degree preferred.
Experience - Ideal candidates will possess two to three years of experience providing administrative and operational support and demonstrated aptitude for multi tasking.
- Proficient computer skills required in MS Word, Excel, Power Point, and Outlook. Experience with collaborative software and/or programs (e.g., Zoom, Google Docs, Dropbox, and Quip). Knowledge of Banner and Workday is preferred.
Knowledge and skills - Excellent interpersonal skills are essential. Ability to work collaboratively and to effectively use tact, diplomacy, discretion and judgment in communication with multiple constituencies including students, parents/families, faculty, staff, and domestic and international University colleagues.
- Excellent organizational and management skills; ability to self-manage multiple tasks, priorities, and deadlines and adjust as necessary.
- Self-motivated and able to start and complete projects independently. Seeks direction when needed.
- Strong analytical ability, sound judgment, and the ability to handle diverse and difficult situations with sensitivity and objectivity.
- Demonstrated computer and technological skills.
- Advanced verbal and written communication, and proofreading skills.
- Advanced knowledge of administrative concepts, principles, and practices.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.
This position is based at Fairfield University's Fairfield, CT campus and is not eligible for immigration assistance.
Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.
- Attend workshops for training as requested.
- Promote the proper utilization of equipment and materials.
- Notify supervisor immediately of any unsafe working conditions.
- Work on occasional weekends and/or weeknights to support operations and/or events
Disclaimer The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.
Category: Academic - Staff
Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.
Disclaimer
The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.
All offers of employment are contingent upon a satisfactory background check. Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
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