Admin Asst Global Education and Communications

Missouri Southern State University•Joplin, MO

6d•Onsite

About The Position

The Communications and Global Education Administrative Assistant performs essential clerical and operational work, keeps official and department records, and supports department heads and faculty with administrative responsibilities.

Requirements

High school diploma or GED required.
One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
Ability to read and comprehend relevant instructions, short correspondence, and memos.
Ability to write relevant correspondence.
Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts and draw valid conclusions.
Ability to presents facts to faculty for departmental response.
Ability to deal with a variety of information presented in oral or written formats.
Ability to deal with non-verbal behavior in assisting with problem resolution.
Ability to effectively communicate orally (in person and by telephone) and in writing.
Ability to effectively operate a computer (prefer Microsoft Word, Excel, Access, e-mail and internet skills).
Ability to use (or quickly learn) the Purchase Order, Student Data, Scheduling, Assessment and other software systems.
Ability to effectively use a variety of office machines (such as scanner, photocopier/fax, multi-line telephones, etc.).
Ability to multi-task, yet maintain close attention to detail and timeliness of work production.
Ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Responsibilities

Course Building and Entry in Banner; Enters Department’s Schedule of Courses and Tracks Enrollment
Enter Faculty Load and Compensation in Banner
Serves as Receptionist for Department (by telephone and in person)/ Screens Incoming Calls and Correspondence and Responds Independently when Possible
Prepares Confidential Correspondence, Reports, and other Complex Documents
Manages Department Storage Areas
Handles all Incoming and Outgoing Mail in a Timely Manner
Submit URM, Catering, IT, and Physical Plant/Facilities Forms as Needed
Assists Student Registration by Entering Overrides Approved by the Department Head/Executive Director
Orders and Maintains Office Supplies and Equipment
Orders Promotional Materials as Directed by Supervisor(s)
Attends Promotional/Outreach Events (Lion Pride Days, Third Thursday, etc.) as Needed
Assist Students in Purchasing Flights for Programs Abroad
Ensure University Traveler Paperwork is Submitted and Complete before Departure
Sends SafeChecks for Student Travelers as Required
Works with Financial Aid and Bursar’s Office to Manage Accurate Distribution of Study Abroad Grants
Administers Study Abroad Insurance and Verifies All Student Travelers have a Policy
Assists in Maintaining Traveler Management System, including Education Abroad Data for Various Purposes, including Commencement Sashes
Assist with Visits from International Partners
Helps Maintains Database for Exchange Partners (Renews or Alerts Director when Agreements Set to Expire)
Assists Faculty with Expense Reports and Absence from Campus Forms
Assists in Student Advising by Providing Guidance and Recommendations Using Online Education Abroad Software
Other Duties as Assigned by the Department Chair or Executive Director of Global Education