OFFICE COORDINATOR

International Programs is seeking a Office Coordinator to join their team. This position reports to the Director of International Programs and is responsible for providing excellent administrative support services to students, faculty and staff across the institution and beyond for study abroad, student exchange, and other global learning program operations in the International Programs Office.

Required qualifications:

  • High School diploma or equivalent required.
  • A minimum of three years of administrative assistant/office experience.
  • Ability to work in a complex, fast-paced environment, handle a large workload, and multiple priorities.
  • Demonstrated experience to work independently, as well as with a team.
  • Proven record of taking initiative and meeting deadlines.
  • Rigorous attention to detail and keen problem-solving skills.
  • Excellent verbal and written English skills for effective communication with students, faculty, parents and program administrators is essential.
  • Proficiency conducting Virtual meetings (Zoom),web maintenance, scanners, faxes, databases, Excel, and the other Microsoft Office/Google applications.

Preferred qualifications:

  • Associates degree.
  • Advanced experience with database programs.
  • Licensed Notary Public
  • Knowledge of a foreign language and/or international/intercultural experience.

Responsibilities:

Program Coordination:

  • Improve, maintain and streamline operations, schedules and tasks.
  • Provide administrative support for both the Director and Assistant Director which includes answering phones, replying to emails, setting appointments, filing, copying, scanning, faxing, mail distribution, dining orders, order office supplies, request room reservations through Campus system 25-Live, request technology support from Learning Environments, coordinate itineraries and activities for campus.
  • Coordinate the study abroad process from application to return to campus.
  • Arrange with Professors and Partners (Study Abroad Vendors and Partners Abroad) from application to acceptance and then while abroad (Including tracking the completion of applications and the submission of forms after acceptance).
  • Advise students on the application process for study abroad.

Coordinate with faculty leaders and committee members, organizing pre-departure meetings, Visa meetings and verifying information with consulates, general orientations, PowerPoints, handbooks,   updating the Terra Dotta database, ordering GeoBlue International Insurance each term.

  • Update and notify campus and partners of any changes via email, social media, and the web.
  • Respond to inquiries and concerns with students, faculty and parents at all stages of the study abroad experience, including assisting the Director in dealing with crises and emergencies.
  • Organize, send and track student study abroad program assessments each term to faculty leaders.
  • Schedule study abroad physicals each term with Wicker Wellness.
  • Assist the Bursar’s office in notifying students with unpaid balances before participation is permitted each term and follow up w/students/parents as needed.
  • Process student transcripts upon return.
  • Facilitate the organization of the annual study abroad fair.
  • Train and supervise 2-3 work-study students each term.
  • Reconcile International Programs Office purchases in Works as necessary

Applications:

  • Open up applications and update each program brochure in the Terra Dotta Database at the start of each application cycle.
  • Maintain open student applications.
  • Update and send directives, messages and notices to students regarding the application process and their status on any given program.
  • Communicate with students and parents through Terra Dotta database while students are abroad.
  • Clean up old applications at the end of each term.

Webpages:

  • Maintain accurate program web pages with updates each term.
  • Create program website pages (e.g. brochures.)

General Maintenance:

  • Contact Terra Dotta database to troubleshoot and resolve program errors.

We offer exceptional benefits including, but not limited to the following:

  • Generous Vacation, Sick and Personal Time
  • Winter Recess Break in Addition to Paid Holidays
  • Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
  • Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
  • Employee Scholarships toward Certifications, Seminars, Training and Professional Development
  • Pre and Post Tax participation in a 403(b) Retirement Plan
  • Salary Continuation Program in the event of Disability
  • Tuition Assistance Program for Employee, Spouse and/or Dependents

Note: All new hires of Union College are subject to a thorough education, work experience, criminal history background check and pre-employment physical where applicable.

Union College

Officially chartered in 1795, Union College is the fifth oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.

Diversity at Union College

Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.

For more information or to apply visit https://jobs.union.edu/en-us/job/493008/office-coordinator 

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