Senior Administrative Assistant (Intensive English Program)

Title: Senior Administrative Assistant (Intensive English Program)

Division: Provost's Office

Department: Center for International Programs

FLSA Status: Non-Exempt

Salary Range: Grade 5: $13.43/hour

EEO Job Group: 5 E6

Position Summary

The University of Southern Indiana is accepting applications for Senior Administrative Assistant (Intensive English Program).

Assist the Director of Intensive English (IEP) and other staff and faculty with program administration, international student services, and international recruitment. Serve as general office manager for IEP.

Duties/Responsibilities 

• Answer inquiries and provide guidance to students, faculty, and visitors. Compose correspondence as required. Review outgoing correspondence for accuracy and correct grammar. Maintain a professional and courteous demeanor and demonstrate sensitivity to cultural and linguistic differences with all contacts, i.e., telephone inquiries, email correspondence, and in-person visitors.
  
  
• Hire and train student workers on general office operations, and provide daily supervision. Assist with annual evaluation of student workers.
  
  
• Schedule appointments, distribute mail, and prepare other correspondence for Intensive English faculty and staff. Coordinate scheduling of advising appointments and classes. Assist with language placement tests for new students. Keep current books files up to date and correspond with bookstore for orders. Keep current information for students, both full time and community, faculty schedules and office hours. Maintain director’s calendar as requested.
  
  
• Assist in preparation and maintenance of program materials, such as web pages, brochures, and student advising materials. Participate in the recruitment communication sequence, promote USI and IEP to potential and new students.
  
  
• Serve as office manager and receptionist for program, assisting with international students’ needs. Responsible for daily opening/closing of office. Maintain engaging and creative student shared space and classrooms by creating educational bulletin board, posters and decorations as well as share updates and engage in conversation circle.
  
  
• Prepare and track purchase requisitions, cash advances, payment requests, work orders (both physical plan and computer center), office supply orders, and maintaining the printing services/copy center requisitions for the department. Monitor office equipment and coordinate appropriate equipment service. Monitor office expenses, prepare credit card financial reports and prepare the student workers payroll.
  
  
• Establish, organize, and maintain student files. Process application materials for students in the Intensive English Program, including international students on F-1 and J-1 visas and students from the Evansville community. Conduct an initial needs analysis interview with a community member and assist with the placement test. Communicate a payment plan and prepare invoices for community members.
  
  
• Participate in the orientation support process (help students with housing contracts, application process, immunization requirements, etc. at the initial arrival). Assist students with their health insurance communications, health related bills, social security office, BMV, etc.
  
  
• Process student forms and update student records. Assign advisors to students (per director’s instructions) and notify advisors of changes in advisees. Maintain Advisor information in Banner for IEP students.
  
  
• Publicize programs and events for international students. Schedule rooms and coordinate catering for IEP programs and events, including the end of semester celebration and IEP field trips.
  
  
• Create invoices for students’ bills as a reminder of tuition dues and communicate with students via email, letter, and in person. Write status letters and create invoices for students per session.
  
  
• Send notices to students throughout the session regarding tuition and/or insurance payment.
  Communicate with departments across campus to meet the various needs of the international students such as the Health Center, the Bursar, the Registrar, CIP, IT, Eagle Access office, etc.
• Reserve classrooms and courses in BANNER.
  
  
• Order books and curriculum materials through the campus bookstore. Communicate with the publisher ESL reps for obtaining updated teacher materials, discounts, and promotions. Manage the IEP library and teacher resources by creating and implementing a check –in/check out process.
  
  
• Serve as advisor to IEP students in the absence of the Director.