Administrative Assistant —Pensby Center
Part time - 25 hours per week
Position Objective: Performs a variety of administrative duties in support of the mission of the Pensby Center and its administrators, with a portion of the role dedicated specifically to International Student and Scholar (ISS) support.
- Provides organizational support in the management of all major programs and services offered by the Pensby Center including: Tri-College Identity Equity and Social Justice Institute, Mellon Mays Undergraduate Fellowship, Posse program (including all planning and logistical support for annual Posse Plus Retreat), Religious and Spiritual Life, Alliance of Multicultural Organizations, Community Diversity Assistants, Spectra Gender and Sexuality Education, Dialogue on Race, Pensby Fellowship, monthly Pensby Conversations, Affinity History and Heritage Months, International Student Orientation, International Student Employment and Nonresident alien tax workshops.
- Schedules room reservations and catering orders for Pensby programs.
- Maintains and updates Pensby Center website.
- Maintains and keeps budgetary records, pays invoices and processes reimbursements, including reimbursements for 15 student organizations and student program coordinators. Processes loan repayments through the MMUF program.
- Orders supplies for the entire department and Pensby-affiliated student programs.
- Hires student office staff and student program coordinators.
- Tracks and manages biweekly payroll for student office staff, coordinators and CDAs.
- Schedules appointments for Pensby administrators.
- Enter data into and extract information from PeopleSoft.
- Serves as a receptionist and provides basic information about the Pensby Center by receiving phone calls, responding to email and greeting walk-in visitors.
- Sorts incoming campus-mail.
- Serves as building advocate.
- Supports selection processes, including those for Pensby Fellowship, MMUF, Thomas Prize, CDAs, Student Coordinators, ISO Assistants.
- Other duties as assigned.
Responsibilities For ISS:
- Reviews and assembles applications for Optional Practical Training
- Updates ISS forms related to immigration compliance
- Maintains PeopleSoft database with current international student, exchange visitor, and international faculty visa information.
- Maintains filing system for international student and scholar records and information.
- Assists with nonresident alien tax compliance reviewing tax forms and entering data into GLACIER.
- Manages high volume student flow during cyclical periods relative to compliance.
- Compiles and maintains data regarding international student population.
- Serves as liaison with other administrative offices regarding international student, exchange visitor, and international faculty data.
- Manages international student and scholar email list-serv.
- Distributes email messages to international student and scholars via list-serv.
Skills, Abilities, Experience and Education:
- Bachelor's degree or two years of relevant experience.
- Ability to work and act independently.
- Demonstrated cross-cultural sensitivity.
- Ability to support multiple supervisors and to coordinate with student staff to accomplish tasks.
- Excellent writing, speaking, and organizational skills.
- Excellent attention to detail.
- Ability to establish and maintain effective and cordial working relationships with people inside and outside the College.
- Demonstrated ability to maintain confidentiality and exercise discretion.
- Experience with Microsoft Word and Excel; experience with databases, budget management, web content management systems, online ordering and record keeping software preferred.