The Administrative Assistant offers front desk and administrative support for the three functions of the Glavin Office of International Education including education abroad, short-term faculty-led programs, and international student and scholar services. This role serves as the front line for Glavin Office stakeholders including students, faculty, and staff.
WHAT YOU WILL DO
Serves as the first point of contact for the office, greets and manages general inquiries for all Glavin Office visitors.
Maintains Senior Director, Associate Director’s and other staff calendars as needed.
Manages student appointments for all department staff.
Responsible for planning and arranging logistics for meetings and special events.
Supports Glavin staff with student programs including marketing, room reservations, and supplies.
Responsible for overseeing general technological needs of front office, including but not limited to office laptops, phones and printers. Works with ITSD and Cannon Copy Center for problem resolution.
Work with ITSD and College Marketing to make updates of department website. Create and review promotional material for the office and support the Glavin Office social media accounts.
Opens and forwards mail. Handles follow-up to routine and/or complex correspondence.
Answers phones: screens calls, takes messages, routinely provides a variety of information to callers.
Writes and types correspondence, reports, and other materials for own or supervisor’s signature. Proofreads and edits copy generated by supervisor and others.
Designs electronic filing systems and is responsible for overseeing maintenance of filing systems.
Responsible for interviewing, selecting, training, and evaluating student workers.
Responsible for ordering and maintaining office supplies as needed.
Assumes additional responsibilities as required and defined by department.
YOUR TEAM WILL INCLUDE
Student Assistants (1-5)
WHAT EDUCATION AND SKILLS YOU WILL NEED
High School Diploma
At least 3-5 years of related experience.
Excellent typing, editing, and proofreading skills.
Strong organizational, interpersonal, and communication skills; must be able to always maintain a high degree of confidentiality.
Thorough knowledge of Microsoft 365 is necessary.
Ability to effectively interface with trustees, students, parents, faculty, staff, and visitors.
Strong supervisory and training skills.
Ability to manage multiple priorities while maintaining attention to detail.
Ability to communicate effectively to non-native speakers of English and relate well to individuals from diverse cultural, social, and educational backgrounds.
Demonstrated ability to work in multicultural and international community.
Envisions and proposes new methods to perform tasks that support Entrepreneurial Thought & Action (ET&A); takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Anticipates and embraces change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
HOW AND WHERE YOU WILL WORK
Requires work onsite 5 days per week (occasional remote work may be an option during certain times of the year); the on-campus requirement is subject to modification based on organizational need.