Administrative Coordinator

Administrative Coordinator

Requirements

• Associates degree plus three-to-five years of program coordination experience, with preference for experience in an international or multicultural work environment. B.A. preferred.
• Experience working with individuals from diverse backgrounds.
• Demonstrated ability to organize and prioritize work effectively, manage multiple tasks/projects simultaneously, solve problems in coordination with multiple stakeholders, and work sympathetically with students, faculty, and staff.
• Excellent verbal and written communication skills.
• Experience with budget administration, with excellent attention to detail and organized record-keeping.
• Website maintenance, graphic design, desktop publishing, social media communications, and publicity management are critical requirements for the position, along with experience in use of Microsoft Word, Excel, Google apps, and content database systems (such as WorkDay). Effective training and supervision skills for work with student staff with limited office experience.

Responsibilities

• Manage the day-to-day operations and coordinate the workflow of the Lewis Center.
• Respond to inquiries from faculty, staff, students, and the general public.
• Prepare appropriate signage and information as needed for hybrid virtual and physical workflows in order to direct students and visitors to appropriate offices.
• Oversee use for the Lewis Center space, including scheduling, general maintenance, catering, set up for events, and external booking requests through 25Live.
• Hire, train and supervise student workers. Coordinate with International Students and Scholars and Education Abroad in cross-training of student workers. Schedule front desk coverage by students to ensure that heavy traffic periods are supported by the presence of a staffed reception area.
• Facilitate regular staff meetings, in coordination with the Director, ensure events are appropriately scheduled in the shared calendar, and take notes of items presented and decided at each meeting.
• Provide coordination and administrative support for programs, events, and workshops of the Lewis Center. Coordinate with other departments and programs on campus as appropriate and assist with college-wide events as necessary.
• Manage Lewis Center communications, including dissemination of event notices across multiple platforms; serve as webmaster for the Lewis Center website. Oversee production of publicity and recruitment materials, including graphic design of event flyers and posters. Produce monthly LGSC newsletter. Supervise the Social Media Intern and promotion of events via social media. Partner with other campus departments and offices in intercampus and Alumnae Communications.
• Provide support for various grant programs offered by the Lewis Global Studies Center such as the International Experience Grant, Blumberg Traveling Fellowship, and Anita Wien Global Scholarship. This includes arranging information sessions, responding to inquiries, coordinating the application process and review, and collaborating with the Financial Operations Specialist to ensure timely disbursement of awards.
• Provide executive assistant support to the Director: arrange meetings, coordinate calendars, campus space, take minutes of meetings as needed; support photocopying, printing or other document publication needs for meetings; assist with provision of technical support, including supplies, equipment, and set up for events and online programming.
• Monitor and assist in documentation needed for international legal compliance and risk management, including tracking of the Horizons’ Travel Registry for short-term travel.
• Assist in preparation and event support of the Study Abroad Pre-Departure Orientations in the fall and spring: Coordinate catering, facilities, event support.
• Support the Director and Associate Provost with the Committee on Study Abroad (CSA): arrange meetings, distribute agenda and materials, take minutes.
• Promote and support education abroad events as part of overall LGSC programming and communications, including social media.
• Coordinate the annual review and update of program handbooks for the four Smith Programs Abroad.
• Provide support for international compliance documentation for the four Smith Programs Abroad.
• Provide dedicated support for the International Student Pre-Orientation (ISP), especially throughout the month of August and during the ISP week.
• Provide administrative support to the international visa process: assist with entering and tracking the Certificates of Finance, mailing of completed I-20s; send notification of mailings to students; track mailings and assist with follow-up for lost mailings as needed.
• Promote and support international student and scholar events as part of overall LGSC programming and communications.

Preferred Qualifications

• B.A. preferred.