Administrative Specialist, Center for Global Education

Position Description

Offer administrative support to the CGE (Center for Global Education) staff as well as handling a variety of tasks related to the day-to-day operations of the office.

This role has an anticipated start date of January 2026. 

Responsibilities

• Serve as the initial point of contact for all visitors to Center for Global Education, directing students and faculty to correct staff members and resolving questions or assisting in scheduling.
• Provide general office support and work closely with other units across campus, such as but not limited to R&R, Student Accounts, Business Office, Purchasing and the Dean of Students, Residence Life office.
• Maintain a roster of students studying abroad per academic term.
• Act as the initial CGE course approver in Terra Dotta, reviewing electronic course approval requests and ensuring submitted documentation is correct.
• Maintain Terra Dotta brochure pages (Directory Program updates and keeping non-Directory programs up-to-date on an annual basis).
• Prepare the memos for Study Abroad student billing and paying provide invoices and communicating about special financial aid statuses, such as Petitioned Programs, Tuition Remission, Tuition Exchange, etc.
• Process procurement cards and travel expenses, as needed.
• Receive, process, and notate program deposits in Terra Dotta. Work with the Business Office to organize deposits into the proper program accounts.
• Assist with department budgeting, as needed. Process internal paperwork, such as Journal Vouchers.
• Create memos for student transcripts from their respective study abroad programs.
• Record, track, and pay global grants for faculty and students.
• Maintain a roster of international students, as needed.
• Schedule meeting room reservations and order necessary equipment and refreshment orders; create promotional images in Canva.
• Complete and update the IFSA Affiliate HR Paperwork process.
• Order and maintain office supplies and place printing requests.

Required Minimum Qualifications

• High School degree and/or Associate’s degree
• Microsoft Office Suite, Google Drive
• Strong interpersonal skills
• Experience working with people from diverse backgrounds
• Strong oral and communication skills

Preferred Qualifications

• Bachelor’s degree 
• Experience with Terra Dotta and Canva
• Experience with OnBase and Oracle
• Experience studying or traveling abroad.

BU Benefits and Perks   

• Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:  
• Paid Time Off and Holidays:   
  • 20 days of paid time off (vacation and PTO days) per Fiscal year  
  • 8 Paid Holidays   
  • In addition, a paid Winter Break between Christmas Eve and New Year’s Day  
  • Paid Parental Leave (after 1 year of full-time employment)  
• Health:   
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs  
• Retirement:   
  • 10% employer contribution after 1 year of full-time employment  
• Tuition Assistance:   
  • Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.  
  • Eligibility after 9 months of full-time employment  
  • Employees & spouses- undergraduate/graduate degrees  
  • Dependents (under age 26)- undergraduate degree  
    • Covers tuition only  
  • Tuition Exchange Program for Dependents at participating institutions 
• Butler Facilities Access, Discounts and Perks:   
  • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty  
  • LinkedIn Learning Courses  
  • Free premium subscription to the Calm App  
  • Free subscription to the WSJ, The Economist, and NYT  
  • Discount at the College Bookstore  
  • Discount on select Athletic and Arts/Events Center Performances 

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctor