Global Programs and Administrative Specialist

Harper College•Palatine, IL

12d

About The Position

Responsibilities Characteristic Duties: Oversees administrative operations and front-office support, including managing the Director’s calendar, coordinating meetings, processing new hire paperwork, preparing salary notifications and stipends, maintaining inventories and resource materials, handling inquiries and communications, and preparing correspondence, reports, agendas, minutes, and other documents while ensuring high-quality customer service. Assists the Director and team with preparing program and project reports, including tracking costs and resource use throughout the year. Retrieves, analyzes, and tracks data from student systems and related software, such as Salesforce CRM, for research purposes. Assesses user requests to determine the optimal method for meeting data needs. Collaborates with the director, staff, and institutional research to create a CGEE tracking dashboard. Dashboard data should include key metrics related to international education and engagement. Coordinates budgeting and financial processes, manages purchasing and payments, maintains financial records, assists with budget preparation, and ensures efficient resource allocation for the office. Assists Director with preparation and submission of grant proposals, Memoranda of Understanding, and other documents related to outreach functions of the Center. Coordinates travel, accommodation, and schedules for the Director, team, and Visiting Scholars. Organizes and carries out events, including CGEE involvement in activities like International Education Week, the International Education Summit, CCID Summer Institute, Faculty Professional Development, and other related programs. Maintains records of attendance for all CGEE events and helps with event setup and logistics from start to finish. Represents CGEE at internal and external events, such as high school open house, orientation week, marketplace. Proposes and implements programming to raise awareness of CGEE programs. Support Director and Faculty Coordinator in recruiting faculty interested in global opportunities and professional development. Serves as main person responsible for Center’s marketing presence. In conjunction with others in the Center, prepares various modes of communications that promote office efforts to campus constituents, including maintaining the web pages, social media, Mobile App, and newsletters. Provides operational, administrative, and logistical support to the Faculty Coordinator for the Global Region of Focus and the Global Scholar Distinction. Supports graduation planning for international and Global Scholars Distinction students by preparing graduate and home country lists and ordering sashes/stoles for the ceremony. Provides leadership and oversite for Global Ambassadors. Trains the Ambassadors in their duties and expectations. Establishes and maintains connections with international educators and staff at peer institutions. Assists the department in gathering artifacts and testimonials and contributes to the editing of materials intended for promoting departmental initiatives. Demonstrates excellent oral, written, and interpersonal communication skills, with experience delivering positive and negative messages and using conflict management to handle adverse situations. Interacts and establishes a professional rapport with students, parents, faculty, and staff throughout the College. Engages in ongoing cross-training with other members of the Center. Performs related duties as assigned.

Requirements

Bachelor’s degree preferred.
Two years general office experience and proficiency in Microsoft Office Suite required.

Nice To Haves

Experience with international students
Knowledge of more than one language
Working in a college international office preferred.

Responsibilities

Oversees administrative operations and front-office support, including managing the Director’s calendar, coordinating meetings, processing new hire paperwork, preparing salary notifications and stipends, maintaining inventories and resource materials, handling inquiries and communications, and preparing correspondence, reports, agendas, minutes, and other documents while ensuring high-quality customer service.
Assists the Director and team with preparing program and project reports, including tracking costs and resource use throughout the year.
Retrieves, analyzes, and tracks data from student systems and related software, such as Salesforce CRM, for research purposes.
Assesses user requests to determine the optimal method for meeting data needs.
Collaborates with the director, staff, and institutional research to create a CGEE tracking dashboard.
Coordinates budgeting and financial processes, manages purchasing and payments, maintains financial records, assists with budget preparation, and ensures efficient resource allocation for the office.
Assists Director with preparation and submission of grant proposals, Memoranda of Understanding, and other documents related to outreach functions of the Center.
Coordinates travel, accommodation, and schedules for the Director, team, and Visiting Scholars.
Organizes and carries out events, including CGEE involvement in activities like International Education Week, the International Education Summit, CCID Summer Institute, Faculty Professional Development, and other related programs.
Maintains records of attendance for all CGEE events and helps with event setup and logistics from start to finish.
Represents CGEE at internal and external events, such as high school open house, orientation week, marketplace.
Proposes and implements programming to raise awareness of CGEE programs.
Support Director and Faculty Coordinator in recruiting faculty interested in global opportunities and professional development.
Serves as main person responsible for Center’s marketing presence.
In conjunction with others in the Center, prepares various modes of communications that promote office efforts to campus constituents, including maintaining the web pages, social media, Mobile App, and newsletters.
Provides operational, administrative, and logistical support to the Faculty Coordinator for the Global Region of Focus and the Global Scholar Distinction.
Supports graduation planning for international and Global Scholars Distinction students by preparing graduate and home country lists and ordering sashes/stoles for the ceremony.
Provides leadership and oversite for Global Ambassadors.
Trains the Ambassadors in their duties and expectations.
Establishes and maintains connections with international educators and staff at peer institutions.
Assists the department in gathering artifacts and testimonials and contributes to the editing of materials intended for promoting departmental initiatives.
Demonstrates excellent oral, written, and interpersonal communication skills, with experience delivering positive and negative messages and using conflict management to handle adverse situations.
Interacts and establishes a professional rapport with students, parents, faculty, and staff throughout the College.
Engages in ongoing cross-training with other members of the Center.
Performs related duties as assigned.