Business Administrator, Global Engagement

University of Rochester•Sacramento, CA

8d•$23 - $33•Onsite

About The Position

The Business Administrator for Global Engagement oversees the front office and manages administrative, communications, and operational workflows for the Office for Global Engagement and the International Services Office (ISO). The role supports smooth daily operations, consistent service delivery, and effective communication among Global Engagement, ISO, University partners, and international populations. It provides oversight and backup for the Department Coordinator in front-office services, visitor support, shared inbox triage, office logistics, meeting support, supplies and facilities coordination, and internal administrative processes. The Business Administrator identifies problems, recommends and implements process improvements, and fosters a professional, welcoming, inclusive, efficient, and organized service environment. The position oversees daily reception and office operations, inquiry triage, general communications, and routing of immigration-specific, compliance-sensitive, tax, SSN/ITIN, and case-specific inquiries to appropriate staff. It maintains response templates and procedural messaging, organizes service data and performance reporting, and serves as an ARO/DSO for routine immigration requests. Additional duties include supporting financial-cycle activities; coordinating facilities, supplies, onboarding, projects, resource allocation, policies, and procedures; managing student-worker hiring, onboarding, and supervision; maintaining data, records, service tracking, and operational documentation; and supporting process-improvement initiatives. The role manages office-wide meetings, retreats, trainings, and events, provides assigned leadership calendar and travel support, and oversees assembly and delivery of USCIS approval notices and petitions for H-1B beneficiaries and hiring departments. Other duties may be assigned.

Requirements

Bachelor’s degree and one year of experience in a business operations or administrative role, or an equivalent combination of education and experience.
Ability to learn new technologies for data entry, calendar management, and report creation.
Basic knowledge of Microsoft Office Suite, including Word, Excel, and PowerPoint.
Strong time-management, organizational, and administrative skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality.

Nice To Haves

Experience in higher education, international education, global engagement, or a related setting.

Responsibilities

Oversee daily office operations and reception-area support for ISO and Global Engagement during scheduled service hours, five days a week in the office at College Town.
Oversee the Department Coordinator’s monitoring and triage of shared inboxes, phone calls, and routine inquiries, and provide troubleshooting and backup support.
Supervise the Department Coordinator in responding to general procedural questions using approved language, templates, and office guidance.
Ensure immigration-specific, compliance-sensitive, tax, SSN/ITIN, and case-specific questions are routed to appropriate advising, Support & Engagement, or communications staff.
Manage general office response templates and procedural messaging in coordination with Global and ISO leadership and communications staff.
Organize data collection and processing to report on performance and responsiveness and identify improvement opportunities.
Maintain general awareness of ISO and Global Engagement services to route inquiries accurately and consistently.
Serve as ARO/DSO for routine immigration requests.
Support financial-cycle activities by collecting and organizing data and reports and preparing budget presentations for staff and leadership.
Review and implement follow-up actions for the Global email address.
Oversee the Department Coordinator’s facilities and supplies management.
Onboard staff, including securing technology and other materials, and develop onboarding plans for new hires.
Coordinate department-specific projects and initiatives, facilitate meetings, provide updates on operational activities and performance, and propose and support operational improvements.
Plan, implement, and support resource allocation; identify problems, make recommendations to the supervisor, and implement office process improvements.
Create, audit, and maintain departmental documents, policies, and procedures.
Manage hiring, onboarding, and supervision of student workers, and provide them or front-office support staff with procedural guidance.
Develop and implement operational procedures to improve efficiency across the offices.
Manage accurate data entry, records maintenance, service tracking, and operational documentation.
Collect and report feedback on activities and provide consultative services, training, and education as needed.
Collect and organize service metrics, including inquiry volume, front-office activity, and workflow trends, when requested by leadership.
Support special projects and process-improvement initiatives that improve office efficiency, service delivery, and internal coordination.
Update operational procedures, training materials, and internal reference guides.
Collaborate with ISO Systems, advising teams, and Global Engagement staff to ensure administrative processes are clear and consistently followed.
Manage all-staff meetings, internal retreats, trainings, and other office-wide events.
Oversee administrative support for selected leadership calendars, travel logistics, or special meetings as assigned.
Oversee collection, organization, and assembly of official USCIS approval notices and petitions for H-1B beneficiaries and coordinate delivery to beneficiaries and hiring departments.
Perform other duties as assigned.