Administrative Support Coordinator (Administrative Support Coordinator II), College of Extended & Global Education - International Extension Programs (IEP) - Temporary

Job Summary:

This position coordinates entire clerical and administrative support for program activities, including but not limited to initiation, execution, coordination, implementation, and evaluation, for the International Extension Programs (IEP), including English Language Program (ELP), Academic Pathway Program (APP), Study in the USA (SUSA), Self-support Academic Degree Programs, Self-support Post-Graduate Certificate Programs, and other customized short-term programs. Produce statistical data analysis for student enrollment reports and various reports.

Duties and responsibilities

• Utilizes detailed knowledge of the University’s infrastructure, policies, and procedures to process and respond to emails in the International Extension Programs (IEP) inboxes regarding the conditional admission process, enrollment process, application process, and other student inquiries. Maintains continual contact to ensure students receive their student visas in order to attend the International Extension Programs (IEP) in the United States (U.S.). The Administrative Support Coordinator (ASC) will provide complex administrative support from pre-admission to post-admission by guiding students and their agents/partners regarding IEP programs, eligibility for various IEP programs, the conditional admission process, and the requirements for admission into IEP programs.
  
  
• Ability to handle a broad range of operational and procedural office and administrative tasks. Responsibilities include, but are not limited to, processing international applications and payments via PayPal, Flywire, or credit card; preparing student materials, such as document checklists and IDs; reviewing student document submissions and assessing their validity (e.g., passports, financial statements, English proficiency test scores, and English composition transcripts); generating acceptance letters; ensuring compliance with immigration guidelines; and assisting with holds related to health insurance, documents, and financial scholarship guarantees in PeopleSoft.
  
  
• Verifies students' customer accounts in PeopleSoft to determine if health insurance has been paid and whether there are holds on their student accounts. Contacts students if there are outstanding balances, if they have not yet enrolled into health insurance, and if holds need to be removed.
  
  
• Coordinates the tracking of students' statuses and programs in PeopleSoft. Initiates the quarterly post-census process to track students’ status, including whether students returned to their home country, enrolled in an IEP program, matriculated to the university, or did not enroll at CSUSB. Effectively generate and present statistical reports on IEP programs, student demographics, partnership and agent referrals, CSUSB degree matriculation, transfers to other U.S. universities, current vacation terms, and non-admissions. Exports results into MS Excel spreadsheets to analyze data for the application report (biweekly after open enrollment) and various reports (e.g., IEP Enrollment Reports, Institute of International Education (IIE) Reports, and IEP Annual Reports) as requested by the Associate Dean and colleagues.
  
  
• Coordinates with partnering agents regarding students' records in PeopleSoft for tracking and invoices. Coordinates and monitors conditional admissions of students between IEP and International Admissions Office, using PeopleSoft notifications to streamline communications with the students who wish to take the English Language Program (ELP) and be admitted to a university degree program.
  
  
• Generates a report to campus partners that includes the table of quarterly campus fees, along with the list of enrolled students, to allow students to access the gym, library, and other facilities on campus.
  
  
• Utilizes office support technology and systems to generate student lists through queries of applicants, current, and returning students. Creates enrollment templates to enable the marketing department to email students with enrollment information and late fee deadlines.
  
  
• Serves as the International Admissions Office liaison to assist students with conditional admission processes and provide guidance to partnering agents applying for conditional admission to a degree program.
  
  
• Handles multiple work unit projects and priorities, such as collaborating with IEP colleagues to optimize processes and support the program administrator pre- and post-student arrival. Coordinates and delivers IEP program orientations and conducts their evaluations.
  
  
• Assists with planning upcoming enrollment and late fee dates for the English Language Program, Academic Pathway Program, and Study in the USA for CSUSB Web Services to update accordingly.