Operations Assistant, Global Fairfield

Job Description:

The operations assistant will provide an array of administrative and technical support to the Associate Vice Provost Global Strategies and the Global Fairfield staff. Reporting to the Office Manager, the operations assistant will coordinate and cooperate with other University offices and departments, as well as Global Fairfield domestic and international partners, to provide services needed to support our global operations. The position requires strong customer service skills, assertive leadership and communication skills and the ability to work on a team. In addition, this position takes appropriate actions to support a diverse workforce and participates in efforts to create a respectful, inclusive, and welcoming work environment. Ideal candidates will embody the University's Jesuit vision, mission and values as a foundation for their interactions with members of the University community as well as external parties.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Support general office operations

• Provide front desk support, greeting, assisting, and referring students, parents/families, faculty, staff, and others who contact the office via telephone, email, or in-person.

• Maintain calendars, and schedule appointments and meetings for administrators.

• Attend necessary meetings and inform office staff of relevant information.

• Coordinate logistics including, but not limited to, making appropriate room reservations, catering orders, and audio and visual setup for programs and events.

• Attend workshops for training as requested.

• Communicate effectively with supervisor concerning pertinent office and/or University matters.

• Establish and maintain effective working relationships with peers in other offices.

• Maintain information as required for office, divisional, and University initiatives.

• Record and disseminate minutes for meetings as needed.

• Promote the proper utilization of equipment and materials.

• Notify supervisor immediately of any unsafe working conditions.

• Perform additional duties as assigned; work on occasional weekends and/or weeknights to support operations and/or events; duties, responsibilities, and activities may change at any time with or without notice.

Provide support for Global Fairfield application management

• Assist in maintaining accurate study abroad applications including but not limited to updating payment information, student statuses, first steps/next steps attendance, date changes, etc.; creating reports; sending emails to applicants

• Ensure Dean of Students approvals are completed each term

• Assist with visa and passport information gathering, annual batch visa mailing, scheduling visa information sessions and tracking attendance

• Support the Global Fairfield Selection Committee.

• Audit weekly Cultural Insurance Services (CISI) Travel Log and communicate with students and study abroad advisors per Global Fairfield policies.

Provide support International Student Services

• Update Slate with international student information (I-20 issued date, visa interview date/result, etc.)

• Email students daily/weekly/monthly regarding reminders for upcoming events, rules & regulations, deadlines, etc.

• May assist with Life@ or ISSS updates and saving supporting documents for address, phone and email changes.

Provide support for Curriculum Articulation

• Maintain and update database of approved study abroad courses

• Update approved courses in university catalogue

• Receive foreign transcripts at the end of the term, organize files in Augustus, update School of Record log and Terradotta

• Assist with Fairfield ID verifications

Serves as the international student travel provider liaison                                                                                                                .

• Provide program information to international travel provider

• Distribute reports

• Receive student flight confirmations

• Update student application with flight confirmation

• First point of contact for university sponsored international travel requests and international insurance enrollment

• Assist with international health insurance enrollment for study abroad and exchange students

QUALIFICATIONS:

Education:

• Associate degree or equivalent educational experience required. Bachelor's degree preferred.

Experi