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University of Delaware

Location: NewarkDE 19702 Document ID: AD023-0F5A Posted on: 2019-01-2801/28/2019 Job Type: Regular

Job Schedule:Full-time
2019-02-27
 

Administrative Assistant III-Institute for Global Studies

PAY GRADE: 27N

DEADLINE: January 28, 2019

CONTEXT OF THE JOB:

The Institute for Global Studies (IGS) was created in 2009 to enhance the international dimensions of teaching, research and outreach at the University of Delaware. Best known for coordinating the University's study abroad programs, IGS also awards scholarships and grants to faculty and students for a number of global opportunities, and also administers internationally-recognized federally-sponsored programs.

The Administrative Assistant III oversees the front office operations of IGS, and has primary responsibility for coordinating study abroad curriculum offerings, health insurance for students and faculty, and group flight arrangements. Study Abroad has programs in both academic semesters and the Special Sessions and serves more than 1600 students and faculty annually. The Administrative Assistant III manages the walk-in traffic, phone and email communications and reception duties, and also provides administrative support to the entire IGS department. Duties also include hiring, supervising and training front desk student workers, serving as the HR liaison for IGS, responding to routine and non-routine study abroad inquiries and redirecting them to the appropriate Study Abroad Coordinator. The Administrative Assistant III updates all study abroad academic course information with department coordinators across campus, the Registrar's Office and SFS. The Administrative Assistant III assists the department in deploying mass-email communication to the various groups of students and faculty as appropriate.

Create and assign new course section numbers for study abroad programs in UDSIS; advise and train grade roster coordinators (GRCs) across campus to activate study abroad courses in UDSIS; correct catalog course listings for fall and spring; prepare program pages in the winter and summer session catalogs; confirm all satisfactions for university requirements (group, multi-cultural, DLE, 2nd writing); block register students into winter and summer abroad sections for each program; resolve registration errors and account holds

Serves as grade coordinator and instructor of record for all courses taught by foreign instructors at the study abroad locations; determine the course equivalency and grade equivalency from the foreign system to the UD system and record student grades; correct course registration errors to match foreign partner transcripts

  • Populates all UNIV 37X section information including estimated program fee and airfare rates to link with SFS in billing all study abroad participants. Upload excel sheet with UNIV 37X section and UDSIS class number to IGS database for each term. Download all responses from the UNIV 37X courses for the program assessment and grade all students in UDSIS with P or I.
  • Track and prepare flight purchase requisitions for all programs; enroll each student and faculty director in GeoBlue insurance for all study abroad programs; register all term study abroad programs with the US embassy through the Department of State
  • Maintain department credit card and reconcile all expenditures in BOA Works, allocating to the proper account codes; inventory supplies and order supplies.
  • Prepare faculty information packets for all summer and winter programs, including insurance information, airline ticket numbers, health reports, emergency contact reports, etc.
  • HR Liaison - Payroll administrator - Coordinate and submit all payroll paperwork and onboard new employees for the office, study abroad programs and all summer employees working in sponsored programs; payroll supervisor for 6 employees; check and approve timesheets in UDTIME and make corrections as necessary.


QUALIFICATIONS:
  • H.S. Diploma or GED, Associate's degree preferred, and three to five years of experience managing front office and customer service operations.
  • Experience working with student records system such as UDSIS.
  • Proficiency in Microsoft Excel, Microsoft Word required, working knowledge of University operating policies and procedures, People Soft forms preferred. Should also be comfortable with learning new software.
  • Effective organizational skills and experience setting priorities, producing timely results, multi-tasking and meeting deadlines in a diverse work environment, while maintaining a high level of confidentiality.
  • Excellent attention to detail and ability to work independently, under limited supervision.
  • Ability to plan, organize, implement, evaluate and improve administrative support processes.
  • Effective interpersonal skills, as well as excellent written and verbal communication skills.
  • Ability to interact with all levels of staff and external contacts; sensitive to cultural differences when working with people from other cultures; and ability to exercise discretion on confidential matters and to demonstrate sound judgement in consulting with and keeping others informed.
  • Demonstrated ability to work as part of a team and service-oriented work environment.
  • Ability to easily adapt to changing organizational needs.


Candidates should upload a letter of interest, a detailed resume, and the names and addresses of three references to http://www1.udel.edu/udjobs/ by selecting STAFF opportunities, Administrative Assistant III, Institute for Global Studies.

Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

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