Administrative Assistant, Study Abroad

This position will be in-person from 8-5 pm Monday through Friday for the academic year, with a remote summer schedule available.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Administrative Duties Include:
* Assist in preparing agendas, documents, and communications.
* Process and track purchase requests, reimbursements, and supply orders.
* Sorting and distributing mail and deliveries.
* Coordinating the ordering and distribution of Study Abroad graduation sashes.
* Acting as notary public for study abroad team.
* Serve as a point of contact for routine facility or building maintenance issues.
* Submit FM service requests and follow up on completion for Study Abroad Office.
* Maintain office supplies, shared work areas, and resource inventory.
* Help ensure smooth day-to-day functioning of shared spaces and equipment.

Administrative Duties for Study Abroad Leadership Include:
* Scheduling meetings and preparing background information or meeting materials.
* Assisting with domestic and international travel including identifying flights or hotels and booking.
* Preparing p-card forms, travel reimbursements and other financial documents.
* Manage calendars, schedule meetings, and coordinate appointments for Study Abroad leadership.

Spain and Italy Visa Process Coordination Include:
* Updating and maintaining visa application guides and documents.
* Updating and scheduling regular visa related communications in Via TRM.
* Scheduling and hosting regular visa application workshops.
* Holding visa application appointments and drop-in hours for students.
* Creating and maintaining tracking records for students applying for visas.
* Collecting and reviewing visa applications.
* Requesting financial aid letters, drafting consulate letters and preparing documents for inclusion in visa applications.
* Coordinate shipping and receiving processes for visa applications, including creating FedEx labels, drafting consulate letters, and mailing and picking up packages.
* Recruiting and training volunteers to assist with visa processes.
* Fielding visa questions from students via email, phone and in-person.
* Traveling to Los Angeles to drop off and pick up visa applications (Generally once a semester/as needed).

Customer Service Duties Include:
* Serving as front office staff for Study Abroad, which includes greeting, welcoming and directing students and other visitors.
* Answering main phone line for Study Abroad, and taking messages, screening or forwarding phone calls.
* Maintaining the study abroad office email inbox, which includes checking regularly, responding to or forwarding emails.
* Investigating, evaluating and resolving administrative issues involving the front desk.
* Providing detailed assistance and information to students, faculty, staff and parents regarding Study Abroad programs, services and policies.
* Providing excellent customer service to students, parents, campus colleagues and international partners.
* Acting as back-up for front desk coverage when student workers are not available.

Event & Program Coordination Include:
* Provide logistical support for department-led events (e.g., study abroad fairs, international visitors, staff events, orientations).
* Assist with venue bookings, catering orders, setup/tear-down, and day-of coordination.
* Support the planning and communication of events through checklists, timelines, and tracking tools.
* Create and maintain post-event documentation and feedback reports.

Supervising Student Workers Include:
* Hiring, training and evaluating student workers.
* Managing student schedules, time reporting, and basic supervision.
* Assigning tasks or projects to students and tracking progress.

Knowledge, Skills & Abilities:

* Knowledge of office procedures.
* Ability to accurately prepare and maintain records.
* Skill in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and taking accurate notes.
* Ability to communicate effectively in both oral and written form.
* Ability to handle difficult and stressful situations with professional composure.
* Skill at maintaining careful attention to detail.
* Skill in managing one's own time and the time of others.
* Ability to provide exceptional customer service.
* Skill at identifying and implementing efficiencies in workflows.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency and a minimum of 3 years of relevant experience required.