Administrative Assistant VI

Location
01609
Posted
Mar 14, 2017
Institution Type
Four-Year Institution


Administrative Assistant VI

Worcester Polytechnic Institute


Department: International House (72100)

Position Status: Administrative Non-Exempt Positions

Basic Function:
Serve as the initial contact for students, scholars and faculty with business at the International House. Assist the director and associate director with the execution of a wide variety of administrative tasks. Provide international students and scholars with guidance and advice on WPI policies and basic government regulation issues. Performs clerical support for the director, associate director, SEVIS Coordinator and ESL Director.

Principal Duties and Responsibilities

  • Serve as confidential administrative assistant to department director and associate director
  • Prepare, file and review confidential materials regarding international students, scholars and faculty.
  • Maintain complex calendars; screen calls; make appointments; handle arrangements for meetings, and conferences for the International House staff.
  • Responsible for monitoring and maintaining departmental budget records. Responsible for purchase of supplies, paying bills, maintaining DHL and FedEx accounts.
  • Prepare and process EPAF for student employees and ESL Instructors.
  • Responsible for the accuracy and maintenance of the student International Information Forms and the General Person Forms database of the Banner Student Information System.
  • Relieve directors of handling numerous routine contacts.
  • Answer basic immigration and government regulation inquiries. Assist international students in obtaining Social Security numbers.
  • Initiate and process confidential immigration forms for the international students, scholars, post-doctoral candidates and researchers.
  • Compile correspondence of a sensitive, confidential framework with regards to visiting international faculty, researchers and post-doctoral candidates.
  • Maintenance of in-house international student files.
  • Coordinate, draft and create in-house publications utilizing Desktop Publishing.
  • Coordinate and schedule temporary housing at the International House
  • Manage correspondence with accepted international students. Mailing I-20 forms, coordination with admissions offices
  • Responsible for coordinating, prioritizing and assigning work flow in department to student assistants.
  • Assist with the organization of departmental recruiting and hiring.
  • Interact with faculty and other department heads frequently.
  • Utilize the SEVIS system to look up student records, update records and answer questions.
  • Perform other duties as necessary.

    Position Requirements

  • High school graduate with a minimum of 3-5 years of progressive office experience in a fast paced office environment. (Higher education work setting preferred)
  • Excellent interpersonal and communication skills. Ability to work with diverse population
  • Ability to work autonomously and handle multiple tasks simultanesously
  • Knowledge of Microsoft Word, Windows Messaging and Banner Data Information System.
  • Excellent judgments, empathy, customer service, communication and organizational skills required

    Posting Date: 03/10/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:


    EEO Information:
    We are an Equal Opportunity Employer and do not discriminate against applicants due to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability. We are looking for individuals who value creativity, diversity, inclusion, and collaboration.

    Criminal Background Check Statement:
    A pre-employment criminal records check is required.

    To apply, visit: https://careers.wpi.edu/postings/4316

    WPI, the nation's third oldest private technological university, established in 1865 by New England industrialists John Boynton and Ichabod Washburn consists of 80 acres set in a safe, residential section of Worcester, Massachusetts—the second largest city in New England—home to 13 colleges, and situated 40 miles west of Boston.

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