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Administrative Coordinator

Job Details

Position Information

General Information

Vacancy Open toAll CandidatesEmployment TypePermanent - Full-timeIf time-limited, note appointment end dateHours per week40Months per year12Position Number001343NC Salary Grade Equivalency61Classification TitleAdministrative Support Associate - AdvancedWorking TitleAdministrative CoordinatorSalary Range$36,850 - $38,699Anticipate Hiring Range$36,850 - $38,699FLSA StatusNon ExemptDivisionAcademic AffairsDepartmentInternational Programs (Adm)Work UnitEducation Abroad Work Schedule

8:00 am -5:00 pm; Monday – Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position

The primary purpose of the position is (1) to serve as the Administrative Coordinator for the Office of Education Abroad, providing a broad range of general administrative support functions; (2) to process and record OEA deposits and other financial transactions in support of the financial team in the Office of International Programs and (3) oversee initial provision of exemplary customer service and accurate information to prospective students, current participants, returning students, faculty, staff, and others.

Minimum Education/Experience

Graduation from high school, or completion of its equivalency, and three years of office/clerical work experience; or an equivalent combination of training/experience.

Essential Job Duties

The primary purpose of the position is (1) to serve as the Administrative Coordinator for the Office of Education Abroad, providing a broad range of general administrative support functions; (2) to process and record OEA deposits and other financial transactions in support of the financial team in the Office of International Programs and (3) oversee initial provision of exemplary customer service and accurate information to prospective students, current participants, returning students, faculty, staff, and others.
Primary duties:
1.Daily processing payments received and their reconciliation through various online systems
2.Tracking and reporting in multiple systems on student payments received
3.Greeting, directing and assisting students, faculty and staff in person, through email correspondence, and over the phone
4.Managing and processing student financial aid related to education abroad programs and serving as OEA’s primary liaison to the Office of Financial Aid
5.Accurate and timely data entry (Banner, Excel) of student and financial records
6.Managing student international health insurance enrollment and payment
7.Supervising and hiring front desk staff which includes an Administrative Assistant and student workers
8.Managing office (supply inventory, oversight of student workers, completing Travel Authorizations, etc.)
9.Administratively and logistically supporting OEA staff with student requests, promotional campaigns, study abroad fairs, program orientations and re-entry events
10.Assisting in the administration of OEA scholarships
11.Schedule and coordinate events, meetings, and visitor’s schedules
12.Assisting the OEA staff with student records maintenance and data integrity
13.Other duties as assigned

Other Work ResponsibilitiesDepartmental Preferred Experience, Skills, Training/Education

•Bachelor’s degree in a business discipline.
•Previous administrative office experience .
•Cross-cultural understanding.
•Study abroad experience or experience living and working internationally.
•Knowledge of campus operations and facilities.
•Knowledge of and ability to work confidently with office productivity software (including MS Office, Google Suite of applications).
•Knowledge of and experience with Terra Dotta Software for Study Abroad (TDS).
•Strong verbal and written communications skills (good grammar, spelling, proofing/editing capabilities, ability to deal with a variety of personalities/situations positively and professionally).

Necessary Licenses or CertificationsWork LocationCHHS Building, Main CampusPosting date11/08/2019Closing date11/17/2019Proposed Hire Date12/02/2019Contact InformationSpecial Notes to Applicants

Please submit a resume and cover letter with your application.

  • These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.

Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

  • Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

  • Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • UNC Charlotte Website
    • HERC Job Board
    • Inside Higher Education
    • Local JobNetwork
    • Another Website
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Other
  2. Where did you learn about this posting?

    (Open Ended Question)

  3. Do you have experience working, living, or studying abroad? If yes, please explain your experience.

    (Open Ended Question)

  4. Do you have professional administrative experience working with culturally diverse populations? If yes, please explain your experience.

    (Open Ended Question)

  5. Do you have experience with Terra Dotta Software for Study Abroad (TDS)?
    • No
    • Yes
  6. Have you completed any training or do you have any experience with Microsoft Office Suite i.e. Word, Access, Excel, PowerPoint?
    • No
    • Yes, Beginner Level
    • Yes, Intermediate Level
    • Yes, Advanced Level
Applicant DocumentsRequired Documents
  1. Resume / Curriculum Vitae
  2. Cover Letter / Letter of Interest
  3. Contact Information for References
Optional Documents

    Organization

    About Us

    UNC Charlotte is North Carolina's urban research university. It leverages its location in the state's largest city to offer internationally competitive programs of research and creative activity, exemplary undergraduate, graduate and professional programs, and a focused set of community engagement initiatives. UNC Charlotte maintains a particular commitment to addressing the cultural, economic, educational, environmental, health, and social needs of the greater Charlotte region. 

    Located in the state’s largest metropolitan area, UNC Charlotte is among the fastest growing universities in the UNC System.  A large public university with a small college feel, UNC Charlotte’s 1,000-acre campus is the home away from home for more than 29,000 students.  The University offers internationally competitive research and creative activity opportunities and exemplary undergraduate, graduate and professional programs coupled with a focused set of community engagement initiatives that enrich the region’s quality of life.

    In fulfilling our mission, we envision a University that promises:

    • An accessible and affordable quality education that equips students with intellectual and professional skills, ethical principles, and an international perspective.
    • A strong foundation in liberal arts and opportunities for experiential education to enhance students’ personal and professional growth.
    • A robust intellectual environment that values social and cultural diversity, free expression, collegiality, integrity, and mutual respect.
    • A safe, diverse, team-oriented, ethically responsible, and respectful workplace environment that develops the professional capacities of our faculty and staff.

    To achieve a leadership position in higher education, we will:

    • Rigorously assess our progress toward our institutional, academic, and administrative plans using benchmarks appropriate to the goals articulated by our programs and in our plans.
    • Serve as faithful stewards of the public and private resources entrusted to us and provide effective and efficient administrative services that exceed the expectations of our diverse constituencies.
    • Create meaningful collaborations among university, business, and community leaders to address issues and opportunities of the region.
    • Develop an infrastructure that makes learning accessible to those on campus and in our community and supports the scholarly activities of the faculty.
    • Pursue opportunities to enhance personal wellness through artistic, athletic, or recreational activities.
    • Operate an attractive, environmentally responsible and sustainable campus integrated with the retail and residential neighborhoods that surround us.

    Dual Career

    The University of North Carolina at Charlotte is committed to the recruitment and retention of highly qualified and productive faculty, administrators, and other professional staff members. We recognize that career decisions are influenced by family considerations.  For up to one year from the date of an employee’s relocation to Charlotte, the University will assist the employee’s  spouse or domestic partner with efforts to find employment within the University and/or within the surrounding area.

    Diversity at UNC Charlotte

    UNC Charlotte is committed to cultivating diversity and inclusion throughout the campus. Our campus community is comprised of people who represent the wide breadth of gender identities, sexualities, races and ethnicities, faith traditions, nationalities, and other social groups and backgrounds.  All of these identities and experiences enrich the University as a whole.  UNC Charlotte strives to celebrate and leverage the benefits of this diversity, and to sustain an inclusive and welcoming environment for all students, faculty, and staff.

    To learn more about plans, programs, resources and news and events relating to diversity and inclusion at UNC Charlotte please use the following link: https://diversity.uncc.edu/

    To access the full text of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion please use the following link: https://diversity.uncc.edu/sites/diversity.uncc.edu/files/media/Campus%20Plan%20for%20Diversity%2C%20Access%2C%20and%20Inclusion%202016.pdf

    Optional text if space allows….

    Overview of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion.

    The goal of quality education for all at UNC Charlotte is the foundation for our Diversity Plan.  At its fullest potential, higher education allows students to interact with people from different backgrounds and to engage a range of ideas and perspectives.  This educational experience cultivates the skills that graduates will need to function adeptly in a global society.  

    As North Carolina and the Charlotte region undergo rapid population growth and demographic change, UNC Charlotte must respond to the needs of a more diverse student population. It is imperative that the University prepare its students to become leaders and thriving citizens in a pluralistic and multicultural society. In adopting our Diversity Plan, we affirm that:

    •  

      • We believe that a diverse faculty, staff and student body are critical in advancing teaching, scholarship, and community engagement at UNC Charlotte.
      • We are committed to enhancing opportunities for living, working and learning in a diverse environment
      • We are committed to educating our students to interact effectively and respectfully in the global community. 

        The Plan identifies components of a diverse campus community and outlines steps toward building an inclusive environment that promotes the success of all students, faculty, and staff. It is a living document that affirms our institutional values and is designed to offer guidance to University departments and units for achieving the University goals for diversity.  The seven broad objectives of the Diversity Plan are:

        1: Promote a broad understanding of goals for diversity, access, and inclusion for the University through active outreach to the campus community.

        2: Recruit and graduate a diverse student body that reflects community diversity and addresses the state’s need to increase access to higher education for historically underrepresented and economically disadvantaged students.

        3: Increase the recruitment of underrepresented faculty and advance their progression through the faculty ranks.

                    4: Increase the representation of staff from underrepresented groups.

        5: Ensure the presence of institutional environments and course development that enhance learning and appreciation for the full range of diversity.

        6: Develop external relationships with the community to enhance diversity on and off campus.

                    7: Ensure the Success of the Plan through Assessment, Accountability, and Recognition.

         

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