Administrative Assistant for International Education
- - International Education
- St. Petersburg, FL, USA
- Full Time
Department: International Education, Academic Division
Position Title: Administrative Assistant
Immediate Supervisor/Title: Director, International Education
FLSA Status: Non-Exempt
Assists the Director of International Education in the marketing, planning, implementation and administration of all credit-bearing academic programs which take place at sites off the Eckerd College campus. Assists the Director in the operation of the International Education Office and provides assistance to students and faculty. Assists the Director in the operation of the London Study Centre, including all accounting functions, working with the Business Office in this regard.
Assists the Coordinator of Overseas Programs in matters relating to all semester abroad programs, including, but not limited to outgoing and incoming exchange students.
1. Short Term Programs
Assist the Director with all phases of winter term and short term programs, including, but not limited to, program design, reservations for airfare, accommodations, activities. Work with vendors in US and abroad.
Work with faculty to set up in-country activities, including scheduling,
Reservations and any other elements of program design.
Create and monitor schedule for timely payment of deposits and invoices for expenses for all short term programs.
Create and maintain data base and tracking system for all short term program applications, as well as creating a follow-up system for communicating with
Prepare all acceptance correspondence for students and all pre-departure and orientation information as required by the Director and/or faculty leaders.
2. Semester Programs
Assist the Coordinator of Overseas Programs with applications of outgoing and incoming students for all semester and/or year-long programs, including preparation of applications materials.
Assist the Coordinator of Overseas Programs with all elements of exchange and
affiliate programs. Assist the Coordinator of Overseas Programs with implementation of London semester orientations.
Assist the Director and Coordinator of Overseas Programs in marketing study
abroad programs, including short term and semester programs. Maintain bulletin boards, rotating schedule to feature programs, and maintaining uptodate marketing materials.
Create fliers which are program or audience specific. Create and manage program-specific distribution schedule. Maintain resource library of materials and fliers.
Assist with planning and implementation of Autumn Term programs.
4. Office Administration
Manage outer office and reception area, greeting visitors and setting a welcoming
tone. Respond to inquiries from students and visitors.
Assist with budget and budget records. Track expenses as necessary for operating budget and individual program accounts. Transmit London accounting information to Business Office monthly. Code p-card expenditures monthly,
maintain a file of back-up documentation.
All other general office duties as required.
Minimum three years of experience with administrative, support or clerical background preferred.
Willingness to work in a fast-paced team environment.
Flexible, adaptable with students, colleagues and organization needs.
Exceptional interpersonal, written and verbal communication skills.
Proficient in all Microsoft Office products – Word, Excel, Access. Banner knowledge a plus.
Ability to multi-task several project/programs simultaneously. Detailed, organized, resourceful, reliable and trustworthy. Self-motivated and self-directed.
Ability to use the internet as a resource. Website design and maintenance a plus.
Ability to project a positive image over the telephone and in person.
Ability to work in a team setting.
Ability to assume a high level of initiative.
Ability to handle diverse assignments and to be flexible.
Strong organizational skills and effective oral and written communication skills.
High school diploma required. Some college, degree preferred.
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