Job no: 507438
Work type: Staff Full Time
Categories: Administrative & Office Support

GENERAL SUMMARY OF POSITION: Performs clerical duties in support of the International Programs Office, which manages study abroad activities for University students and academic affairs for incoming exchange students; Assists students/staff/faculty who visit the office, answers telephones/screens calls; opens, date stamps, and logs mail. The incumbent is the primary point of contact for all incoming exchange students prior to, and throughout the semester working with the colleges for student acceptances and class enrollment, Registrar’s office for admitting the students as non-degree students, Bursar’s Office for the tuition credit, Housing Office, and Health Office. Supports faculty who are leading individual study abroad programs; and maintains relationships and agreements with foreign institutions on behalf of the University.

Follow the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):

Receives direct supervision from Executive Director of International Education.

DIRECT REPORTING STAFF:THEIR STAFF:

Supervises student worker(s) N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Composes letters and review documents for completeness, content and compliance with regulatory and legal standards.
• Uses specialty software daily to perform duties and retrieve information for students initiating the application process to study abroad through third-party providers, exchange programs, and faculty-led programs.
• Receives post-decision materials and update systems accordingly.
• Responsible for receiving and initial review of students’ applications from our Partner Universities, confer with the Executive Director, and forward applications to the appropriate colleges.
• Responsible for checking students’ eligibility criteria (academically, financially, and conduct history with the Student Affairs Office).
• Responsible for creating the EXH list (away on exchange) for the Registrar’s office for semester long programs, and to the Enrollment Center for short term programs (Winter and Summer). Creates the EXH list (away on exchange) for third-party providers, exchange programs (semester long) and embedded spring faculty-led with travel component abroad for the Registrar’s office, Financial Aid, and Bursar. Assumes responsibility for the EXH list for winter and summer terms for the Enrollment Center, Financial Aid, and Bursar.
• Serves as liaison prior to students’ arrivals, and following their enrollment at the university.
• Sends applications to the Registrar’s office for quick admit the incoming exchange students.
• Requests the DS-2019 Certificate from ISSC and sends the tuition credit list to the Bursar’s office per students’ agreement.
• Responsible for preparing and presenting orientation materials and meets with exchange students during ISSC orientation as to Academic Expectations.
• Responsible for tracking the balance of student exchange as to the number of incoming/outgoing for all UMass Dartmouth exchanges including Hessen.
• Completes Business Travel Accident Insurance Questionnaires for renewal.
• Helps with Study Abroad Fairs/ IEW/ and Pre-departure orientation.
• Maintains an annual calendar of International Programs Office program dates/activities, working with director and maintains the schedule for the director.
• Updates announcements and content entries on department website.
• Develops & maintains/tracks/logs program data via Word, Excel documents and Database.
• Responsible for generating emergency contact lists and the Master List of all study abroad participants for Executive Director, Vice-Provost and other departments on campus.
• Works with the Executive Director to maintain, update, and renew existing MOU’s and Student Agreements.
• Responsible for uploading new MOU’s to the IPO’s Shared Drive and categorize them accordingly.
• Monitors Program-specific accounts and runs periodic reports. Reconciles ProCard expenses and maintains related records. Performs routine budget-related tasks as directed e.g., preparation of requisitions, logging in purchases as received and notification of appropriate offices to authorize payment, record keeping, monitors supplies and prepares supply orders.
• Provides information to the University Police for the Clery Act Reporting on UMass Dartmouth sponsored programs.
• Responsible for reviewing submission of non-credit international travel materials for accuracy and to ensure registration in the Travel Registry.
• Manages World Cue Alert System for Study Abroad, OSAC Research, CDC Research, and DOS Travel Warnings for Executive Director. Coordinate with ISSC and Executive Director events for IEW (International Education Week).
• Drafts and disseminates on- and off-campus announcements, mailings (including e-mail) to committee members, students, the campus community, and wider off-campus communities. Coordinates the production of promotional materials.
• Assists with drafting of correspondence (letters, memos, and information sheets) including program brochures, packets for incoming and outgoing exchange students; prepares and disseminates a range of communications with participants and organizers of exchange programs.
• Arranges and the handles details for range of program activities/events, i.e., conference services for food and technical services for speakers, student field trips, arranges for rooms, organizes participant lists and mailings, completes and files appropriate forms, etc. Coordinates small-scale department activities and events.
• Organizes and maintains student files, program files, on paper and computer files; backs up computer files on a routine basis.
• Uses Peoplesoft system for accessing central student records, department financial records, and routine HR timekeeping entries.
• Reviews, analyzes and prepares reports related to the IPO department.
• Prepares reports related to the IPO department in order to furnish required information and to make recommendations concerning procedures, programs and activities.
• Schedules and makes arrangements for meetings and logistic needs.
• Organizes travel and/or travel reimbursement of director.
• Coordinates basic support functions for incoming exchange students: a) primary coordination with the UMD International Student & Scholar Center (ISSC) regarding the collection of financial documents, completion of student visa documentation requests, and student orientation information; b) provision of general information and troubleshooting regarding housing applications, Health Services forms, travel, etc. prior to, during, and following their enrollment at the University; c) monitors the status of class registration and billing of exchange students; and d) tracks names and numbers of incoming and outgoing students for Balance of Exchange records.
• Prepares paperwork for hiring of other individuals within office as well as records and reports attendance hours for employees within office.
• Serves as the receptionist/initial point of contact in the office. Serves as a student and university staff resource for basic information on International Programs services and processes.
• Oversees and coordinates the activities of subordinates in connection with the preparation and maintenance of reports, records and documents.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS (Required):

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications. https://www.mass.edu/forfacstaff/classificationspecs/home.asp

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities):

• Knowledge of the principles and practices of office management.

• Knowledge of the methods of general report writing.

• Knowledge of the methods used in the preparation of charts, graphs and tables.

• Knowledge of the types and uses of general office equipment.

• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

• Ability to follow written and oral instructions.

• Ability to gather information through questioning individuals and by examining records and documents.

• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.

• Ability to assemble items of information in accordance with established procedures.

• Ability to determine proper format and procedure for assembling items of information.

• Ability to prepare general reports.

• Ability to maintain accurate records. Ability to prepare and use charts, graphs and tables.

• Ability to communicate effectively in oral expression.

• Ability to give written and oral instructions in a precise, understandable manner.

• Ability to deal tactfully with others.

• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.

• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

• Ability to exercise sound judgment.

• Ability to exercise discretion in handling confidential information.

ADDITIONAL CONSIDERATIONS:

Department: International Programs Office

No. of Positions-1

Internal/External -X

State Funded-X

Weekly Salary: $870.12

Hours: Monday - Friday, 9:00am – 5:00pm

Grade: -15

Union: AFSCME

QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, skills, abilities)

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Knowledge of the laws, rules and regulations governing the state personnel system.
• Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
• Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Knowledge of the principles, practices and techniques of supervision.

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.

SPECIAL INSTRUCTIONS TO APPLICANTS:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNAL applicants is May 17, 2021

The deadline for EXTERNAL applicants is May 20, 2021

Advertised: 06 May 2021 Eastern Daylight Time
Applications close: 20 May 2021 Eastern Daylight Time