Administrative Support Coordinator II

Job description

Job Title: Administrative Support Coordinator II
Job ID: 13721
Full/ Part Time: Full-Time
Job Code: 1035
Department: International Student Services

To view full job description including minimum qualifications and to apply online:

Salary Range: $3,115 - $5,475 per month

Anticipated Hiring Salary Range: $3,115 - $3,400 per month

Note: This is a full-time (equivalent to 40 hours per week), probationary, non-exempt position.

Reporting to the University's Assistant Vice President for International Affairs (AVPIA) and under general supervision, the Administrative Support Coordinator II (ASC II) provides coordination of the clerical and administrative support functions for International Office. The incumbent assists with establishing the office protocol and guidelines for daily front office operations and performs a range of administrative duties in support of the AVPIA to support International Office and Study Abroad Office. The position serves as the initial point of contact for prospective and continuing non-immigrant students, university administrators, faculty, staff, community members, and all others who may contact the office. Assignments and projects are varied and involve coordinating, prioritizing and monitoring these tasks through completion. Position involves planning and coordinating administrative work for the unit and providing lead work direction to student assistants and volunteers, with accountability for end results and work performed by others. Excellent cross-cultural respect and people skills are essential. The position requires exercising excellent and timely judgment of information dissemination and spontaneous decision making challenges using effective and professional initiative, organizational time management experience. The required work schedule is 8 a.m. to 5 p.m. Monday through Friday (campus summer schedule may be available, to be announced).

Position Summary:
Major Duties of the job include:

  • Provide administrative support to the AVPIA in support of International and Study Abroad staff
  • Maintain AVPIA electronic calendar and assist with ISSP staff on-line schedules
  • Coordinate daily operations for the International front office and reception area which includes equipment and inventory control activity
  • Coordinate administrative office-related functions
  • Serve as the office satellite cashier for state and non-state receipts, deposits and reports
  • Maintain and oversee the preparation of International resource requests and associated form transactions against International's annual operating state and non-state funds related but not limited to student payroll, domestic and international travel arrangements (reservations, applications, claims, and expenses), supplies and services, equipment and personnel transactions
  • Develop and provide monthly and annual financial reconciliation reports and projections
  • Serve as a Lead to student employees and/or volunteers
  • Prepare domestic and international Travel Applications and follow guidelines for high hazard travel in concert with locations listed on the High/Hazardous Country List
  • Serve as the point person for health insurance policies, procedures and payment specific to international students
  • Serve as the liaison with health insurance broker and insurance carrier
  • Prepare and maintain roster to enroll international students in health insurance plan each semester
  • Maintain sponsored-student Financial Guarantees and contact students as necessary
  • Serve as the liaison with Student Financial Services, assisting with billing of sponsored students as necessary
  • Coordinate overseas mailings and apply word mail merge applications and Excel created data as needed
  • Coordinate and complete year-end account and student and operating files purging and new year setup
  • Update and maintain Stoury App
  • Collaborate with International staff to disseminate pre-arrival information to incoming international students
  • Administer the Deans' Scholarship Tuition Waiver and Hardship Tuition Waiver programs
  • Create, brand and maintain departmental forms for International Office (hard copy and electronic)
  • Run weekly international application and international enrollment reports
  • Respond or triage incoming email messages to International Office
  • Send out timely and targeted communication to continuing and prospective international students.
  • Serve as Designated School Official (DSO) and an Alternate Responsible Officer (ARO).
  • Assist with all aspects of the annual International Commencement Celebration and other events
  • Compose related administrative correspondence, operational requests and E-mail for AVPIA and office procedures/guidelines; take and transcribe meeting minutes
  • Serve as the key contact person for all incoming inquires by telephone or walk-in visitors
  • Receive and address a high volume of student inquiries related to a variety of international admission and related topics with accuracy, timeliness, confidence and confidentiality

    Secondary Duties of the job include:
  • Initiate timely and accurate judgment to assist faculty, staff and students
  • Interpret and effectively apply state and non-state policies/procedures/guides established by the CSU and Fresno State campus and auxiliary units
  • Plan and facilitate logistics for annual events, activities and/or projects
  • Present position-related topics at new student orientations
  • Prepare student data reports for operational needs/events such as new-student orientation days, international socials, and committee meetings
  • Utilize software applications for the development of flyers, programs, certificates and bulletin board material
  • Serve as the point person for hiring, training, supervising and evaluating student employees and payroll processing
  • Serve as the primary contact for the Institute for International Credential Evaluation (IICE)
  • Maintain a well-developed campus network for complex and timely problem solving requirements
  • Perform tasks requiring continuous interaction with office co-workers and the AVPIA
  • Maintain an open, cordial demeanor and congenial rapport at all times
  • Perform other duties as assigned for this position

    Knowledge, Skills, and Abilities:
  • Must meet the Designated School Official (DSO) requirements as stated by the Department of Homeland Security in 8 CFR § 214.3(l)(1)(i)
  • Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
  • Thorough mastery of English grammar, punctuation, and spelling
  • Fluency and proficiency in using standard office software including but not limited to: Word, Excel or related software, email, and internet usage
  • Advanced level of proficiency within a PC-driven environment
  • Working knowledge of budget policies and procedures
  • Ability to:
    o Independently handle multiple work unit priorities and projects
    o Apply independently a wide variety of policies and procedures where specific guidelines may not exist
    o Perform standard business math and analyze budgetary data
    o Effectively write correspondence and standard reports
    o Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
  • A history of regular attendance and positive performance evaluations

    Education and Experience:
  • High school diploma, technical related vocational program or their equivalent
  • Three years of recent professional office experience in a progressively responsible administrative position(s) within a large organizational structure. (Bachelor's degree may substitute for one year of professional experience.)

    Preferred Skills:
  • Bachelor's degree
  • Experience working within a University setting
  • Proficient in campus Canvas applications, managing list serves, developing and releasing timely E-blast announcements or Canvas information
  • Experience using other University-related programs (i.e. SharePoint, DropBox, Concur, etc.)
  • Proficient in utilizing campus supported information management systems: PeopleSoft HCM, Reports Portfolio and Time Administration (financial, HR and student administration on-line applications), required for completion of daily tasks and position assignments
  • Proficient in utilizing e-mail to send mass messages
  • Ability to speak a second language

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    Job No:
    Posted: 5/9/2019
    Application Due: 5/24/2019
    Work Type: