External Affairs Coordinator

Western New Mexico University•Mission, NM

About The Position

Provides administrative support to the Vice President of External Affairs. Administrative duties include maintaining the calendar, screening calls, assisting visitors, managing mail and correspondence, and preparing all necessary documents. Serves as the primary contact for internal and external constituencies regarding division matters and acts as a liaison for international contacts, projects, and activities of External Affairs. Answers questions and provides information about the department’s activities, functions, and programs to facilitate resolution of concerns, issues, and problems. Collects, compiles, and prepares materials, statistics, and documents for annual strategic planning sessions. Schedules, coordinates, and prepares all travel arrangements for the VP and the position, including transportation, lodging, and meals. Processes travel requisitions and expense reimbursement requests. Assists with the coordination of international initiatives, including study abroad programs, ESL courses, and international forums hosted by External Affairs. Responsibilities include marketing programs, collaborating with faculty and international providers to ensure academic quality, and advising students and parents on study abroad, work, travel, and volunteer opportunities. Organizes materials and forums on overseas study options and financial aid, and assists with registration and credit transfer compliance. Manages, reviews, and monitors department budgets. Maintains confidential files and records. Performs research of specific department information in support of special projects. Assists with planning and coordinating a variety of divisional events. Coordinates divisional webpages with assistance from Marketing and Communications for autonomous updates and changes. Provides a broad range of administrative functions and supervises assigned student workers, including training, work direction, scheduling, and guidance. Participates in ongoing personal and professional development. Maintains comprehensive communication among all contacts (internal and external). Models professional standards and ethics. Performs other duties as assigned.

Requirements

Proficiency in administrative support.
Experience maintaining calendars and managing correspondence.
Ability to serve as a primary contact and liaison.
Skills in answering questions and providing information.
Experience collecting, compiling, and preparing materials for strategic planning.
Ability to schedule and coordinate travel arrangements.
Experience processing travel requisitions and expense reimbursements.
Familiarity with coordinating international initiatives, study abroad programs, and ESL courses.
Experience in marketing programs and collaborating with faculty/providers.
Ability to advise students and parents on opportunities.
Experience organizing materials and forums on overseas study options and financial aid.
Skills in assisting with registration and credit transfer compliance.
Experience managing, reviewing, and monitoring department budgets.
Ability to maintain confidential files and records.
Research skills for department information.
Experience planning and coordinating divisional events.
Ability to coordinate and update webpages.
Experience providing administrative functions and supervising student workers.
Skills in training, work direction, scheduling, and guidance.
Commitment to ongoing personal and professional development.
Ability to maintain comprehensive communication.
Adherence to professional standards and ethics.

Responsibilities

Provides administrative support to the Vice President of External Affairs.
Maintains the calendar, screens calls, assists visitors, manages mail and correspondence, and prepares all documents necessary for the Vice President of External Affairs.
Serves as the primary contact for internal and external constituencies on matters of the division.
Serves as a liaison for international contacts, projects, and activities of External Affairs.
Answers questions and provides information about the department’s activities, functions, and programs.
Collects, compiles, and prepares materials, statistics, and documents for annual strategic planning sessions.
Schedules, coordinates, and prepares all travel arrangements for the VP and travel for the position.
Processes travel requisitions and expense reimbursement requests.
Assists with coordination of international initiatives, including study abroad programs, ESL courses, and international forums.
Markets programs, collaborates with faculty and international providers to ensure academic quality, and advises students and parents on study abroad, work, travel, and volunteer opportunities.
Organizes materials and forums on overseas study options and financial aid, and assists with registration and credit transfer compliance.
Manages, reviews, and monitors department budgets.
Maintains confidential files and records for External Affairs.
Performs research of specific department information in support of special projects.
Assists with planning and coordinating a variety of divisional events.
Coordinates with assistance from Marketing and Communications the divisional webpages to make autonomous updates and changes.
Provides a broad range of administrative functions and supervises assigned student workers, including providing training, work direction, scheduling, and guidance.
Participates in the process of ongoing personal and professional development.
Maintains comprehensive communication among all contacts (internal and external).
Models professional standards and ethics in accordance with WNMU philosophy.
Performs other duties as assigned.