Administrative Assistant, Center for Global Programs & Studies

Wake Forest University•Winston Salem, NC

23h

About The Position

Provides administrative support for the Center for Global Programs & Studies and ensures outstanding, responsive customer service. The Administrative Assistant is the first point of reception for all constituents visiting, calling, making inquiries to the Center, and coordinates the workflow in our high-volume office environment. This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply. Essential Functions: Provides primary administrative support for the Center for Global Programs & Studies (GPS). Greets all visitors upon entry, determines needs, and directs accordingly. Answers main telephone line to respond to inquiries, direct calls, and prioritize constituent needs. Maintains calendars, schedules appointments and meetings for the study abroad advising team and GPS leadership. Processes a high-volume of incoming materials related to study abroad and global programs. Responsibilities include data entry, document verification, filing, scanning, copying, general mailings, etc. Responds to daily, general inquiries received via GPS office email accounts. Schedules reservations for GPS conference room and other meeting spaces, provides set-up prior to meetings, and completes basic cleaning/straightening before and after meetings. Manages inventory of GPS office supplies and maintains organization of supply areas, reception, and common spaces. Improves office systems to ensure efficient operations and delivery of outstanding customer service to all constituents. Assists with international travel forms for university constituents (faculty, staff, students). Process forms, enter data, communicate frequently with constituents regarding follow-up steps, etc. Assists with logistics and planning for departmental meetings and events. Other duties as assigned.

Requirements

Associate’s degree plus three to five years of related administrative experience, or an equivalent combination of education & experience.
Knowledge of superior customer service standards, with the ability to maintain composure & effectiveness when faced with difficult situations.
Ability to prioritize duties in a fast-paced professional environment.
Ability to work efficiently and effectively to organize information and maintain attention to detail.
Excellent verbal and written communication skills in person, via email, and by phone.
Technological proficiency with web-based software applications (e.g. Google Workspace, Microsoft Suite, Adobe Creative Cloud).
Demonstrated ability to acquire knowledge of new systems and web-based software solutions in a short period of time. The person in this position will coordinate materials and workflow in software solutions specific to study abroad advising and international travel procedures.
Demonstrated capacity to develop & maintain effective working relationships with constituents reflecting a broad range of identities, perspectives, and experiences.
Ability to maintain knowledge on changing regulations, requirements, and procedures across the department and related entities.
Ability to work on multiple projects simultaneously and meet deadlines.

Nice To Haves

Bachelor’s degree.
Experience working with college students, in an educational context.
Experience working with students and individuals from different cultural backgrounds.
Proficiency using software applications: Workday, Terra Dotta, WordPress, Canva.
International travel experience.
Notary Public.

Responsibilities

Provides primary administrative support for the Center for Global Programs & Studies (GPS).
Greets all visitors upon entry, determines needs, and directs accordingly.
Answers main telephone line to respond to inquiries, direct calls, and prioritize constituent needs.
Maintains calendars, schedules appointments and meetings for the study abroad advising team and GPS leadership.
Processes a high-volume of incoming materials related to study abroad and global programs. Responsibilities include data entry, document verification, filing, scanning, copying, general mailings, etc.
Responds to daily, general inquiries received via GPS office email accounts.
Schedules reservations for GPS conference room and other meeting spaces, provides set-up prior to meetings, and completes basic cleaning/straightening before and after meetings.
Manages inventory of GPS office supplies and maintains organization of supply areas, reception, and common spaces.
Improves office systems to ensure efficient operations and delivery of outstanding customer service to all constituents.
Assists with international travel forms for university constituents (faculty, staff, students). Process forms, enter data, communicate frequently with constituents regarding follow-up steps, etc.
Assists with logistics and planning for departmental meetings and events.
Other duties as assigned.