Program Assistant V

Job Title:

Program Assistant V

Job Summary:

GENERAL SCOPE OF POSITION:

Reporting directly to the Assistant Director of International Student & Scholar Services (ISSS) and under the supervision of the Assistant Vice Provost, the Program Assistant is responsible for providing general programmatic support and administrative assistance related to the International Student and Scholar Services (ISSS) office. The Program Assistant oversees the general office operations, including, but not limited to, hiring and supervising the ISSS student workers, overall operations of the ISSS front desk, and oversight of document submission from and return to students.

Full Job Description:

ACCOUNTABILITY:

As part of the larger team of staff in the ISSS office and the Office of International Initiatives, the Program Assistant collaborates and cooperates with unit staff, and, when appropriate, across divisions and departments, to create a supportive University community that encourages and supports student learning and development in the Jesuit, Catholic tradition and commits to:

• Promoting a sense of belonging and common good that includes the needs of all students

• Engaging differences in a manner that allows students to learn from the diversity of perspectives, experiences and traditions that exist within the University community

• Providing experiences that challenge students to develop spiritually, intellectually, emotionally, physically, socially, culturally, and morally in order to prepare them to contribute to the University community and to the world

• Drawing out the leadership qualities inherent in every individual, and to providing opportunities for students to apply knowledge and skills

• Creating an environment that supports a socially responsible way of being together in community

• Recognizing and celebrating the achievements and contributions of all students

DUTIES AND RESPONSIBILITIES: 

• Provide excellent customer service to a diverse constituency.

• Oversee ISSS front office operations, which includes reception services for ISSS visitors and providing information about ISSS services and immigration benefit requests to students and scholars.

• Respond daily to general inquiries and requests for information from ISSS clients via email, phone, and in-person, and provide appropriate referrals to the ISSS advisors.

• Develop an understanding of immigration requirements for students and F-1 and J-1 student visas to best triage students to their advisor

• Hire, train, and supervise student assistants assigned to the department and International Student Orientation guides, manage the front desk and event schedules, student hours and office budget. 

• Continuously review student assistant work and provide additional training where needed.

• Maintain Banner records for international students, including the placement/removal of ISSS-related holds, updates for immigration status, etc.

• Provide program support services to the staff such as meetings coordination, room reservations and setup, catering requests, etc.

• Oversee logistics of both Fall and Spring International Student Orientations which serve as the University's official welcome to the international student population.

• Serve on the International Education Week (IEW) committee for programming planning and marketing efforts

• Design and publish the ISSS Weekly Newsletter and other ISSS communications through campus e-newsletter software. 

• Serve as webmaster for the ISSS website and as social media manager for ISSS’ social media accounts.

• Make sure the website and any online material meet the accessibility requirements as stated by the University.

• Ensure that all ISSS published materials including but not limited to handouts, webpages, and announcements are updated in a timely manner

• Collate and design the ISSS annual impact report in collaboration with the ISSS team

• Serve as Designated School Official (DSO) for routine reporting requirements and requests as determined by the supervisor.

• Prepare confidential as well as routine correspondence and reports for the professional staff.

• Process reimbursements, invoices, cash advances and other budget related needs.

• Purchase off