FT - Administrative Assistant for International Student Development

Job Summary:

The Administrative Assistant for International Student Development (ISD) will serve as the first point of contact within ISD for international prospects, students, and department visitors. This person will assist the Director of ISD with meeting the administrative needs of ISD by fielding communication and processing incoming paperwork, directing students to the proper department or staff for assistance, as well as implement, sustain, and improve all general administrative functions.

Duties/Responsibilities:

Administrative

- Provide in-person support during campus business hours. Responsibilities include answering phones, greeting visitors, and ensuring international students receive timely, personal and effective assistance

- Organize and maintain accurate and current electronic and paper filing systems, including document retention requirements for DSOs (see below)

- Assist in keeping accurate records for all Dallas campus international students

- Assist the International Student Services team in preparations for arriving international students as needed

- Assist the ISD team with organizing of ISD student events as needed

- Order, collect, and distribute items received through mail services

- Purchase office supplies as needed

- Update and maintain international student family information

- Maintain and update ISD and staff calendars

- Other administrative tasks as assigned

Designated School Official (DSO)

- Be trained and qualified to become part of a team of DSOs to support international students

- Support the Primary Designated School Official (PDSO) through all aspects of the Student and Exchange Visitor Program Regulatory framework, including Proof of Funding, issuance of I20s, preparation for visa interviews, CPT, OPT, while maintaining general knowledge of current regulations

- Become a member of NAFSA Member and attend meetings as needed

- Note: These responsibilities are intended to in a supportive role for the team of DSOs

Communications

- Maintain ISD inbox and timely respond to student inquiries and direct students to the correct support staff and forward to appropriate individuals/departments for follow-up

- Send Birthday and Anniversary cards to international students and their families

- Prepare communications such as emails, memos, reports, and other correspondence

Financial

- Act as delegate to ISD department budget manager in keeping accurate accounting, managing budget redistribution and approvals

- Oversee credit card charges, submit and file invoices and reimbursements with business office for payment

- If needed, establish new vendor accounts and payment method updates for ISD vendors with the DTS business office

Qualifications

- Excellent verbal and written communication skills.

- Cultural awareness and willingness to work cross-culturally

- Familiar with DTS Systems

- Excellent organizational skills and attention to detail

- Proficient with Microsoft Office Suite and other related software.

- Project management skills preferred, but not required.

Education and Experience

- Bachelors degree, equivalent, or higher.

- Experience working with international populations.

Physical Requirements

- Prolonged periods of sitting at a desk and working on a computer.

- Must be able to lift up to 50 pounds at times. a