Job Title: Office Coordinator
Classification: C3
Department: Padnos International Center (International Student and Scholar Services)
Updated: July 2019

Job Summary

Coordinate a variety of duties for Padnos International Center and Design Thinking Lab in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

Essential Functions:

• Keep all student files accurate and updated.
• Develop itineraries for international visiting scholars
• Maintain visiting scholar housing calendar (including cleaning schedule).
• Maintain database for visiting scholars.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, as well as immigration policies and directs individuals to the appropriate source for additional information.
• Generate reports, memorandums, correspondence, status verification letters, presentation materials spreadsheets and graphics, and other materials utilizing computer systems.
• Reserve rooms, food, transportation and other needs for special events and functions (i.e. orientation sessions, workshops, etc).
• Assist with Student Accounts, Financial Aid and Records for international student payment plans and credits.
• Responsible for database entry, maintenance and record updates for multiple program database systems, including SEVIS.
• Coordinate applications from partner institutions, where appropriate. 
• Maintain Design Thinking Academy’s Budget including purchasing, tracking and submitting Travel and Expense forms, completing contract agreements and honorariums, including forms for payment of contracts.
• Coordinate events for Design Thinking Lab, including room reservations, food reservations, registration forms (paper and electronic), and publicity
• Research information in support of Design Thinking Academy
• Manage the Design Thinking Academy’s Library Inventory
• Maintain Design Thinking Academy’s website
• Track and report student worker hours in Ultratime
• Maintain student participation files for Design Thinking (stoles, badges, and other participation areas)
• Serve as secretary for Advisory Panel
• Serve as back-up for phones and walk-ins.
• Provide information on international student issues.
• Welcome visitors and students.
• Participate in occasional activities associated with international visitors and students.
• Answer general study abroad questions.
• Prepare outgoing mail including bulk mailings.
• Receive incoming mail, sort and route mail.
• Type memos and other correspondence.
• Other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Some college course work.
• Overseas travel and/or living experience.
• Higher education experience.
• Second language skills.
• Supervisory experience.

Supervision Received:

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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