Job Title: Office Coordinator - Padnos International Studies (Study Abroad & International Partnerships)
Classification: C3
Department: Padnos International Studies (Study Abroad & International Partnerships)
Updated: January 2019

Job Summary

Coordinate a variety of duties for Padnos International Center in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

Responsibilities

Essential Functions:

• Assist in managing OASIS specific to international partnerships & non-GVSU programs.
• Facilitate online application process and keep rosters updated (including keeping track of student contact information prior to departure, during the program, and upon return).
• Keep all student files accurate and updated.
• Coordinate study abroad application process for partner institutions, where appropriate.
• Track registration status for all study abroad students.
• Send out Financial Aid Consortium Agreements and keep original copies on file & logged into a database.
• Maintain database with important contacts (i.e. partners, affiliates, program representatives, faculty visitors from partner institutions, etc.).
• Responsible for IIE Annual Report and other statistical data.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to the appropriate source for additional information.
• Update chart to keep track of exchange balances.
• Communication-help with communicating information to study abroad students such as sending out reminders, e-mail communication, and OASIS updates.
• Monitor two primary budgets (tuition subsidy and study abroad deposit) and report expenses to director, request new accounts as programs develop, reconcile budget reports.
• Generate reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other materials utilizing computer systems.
• Coordinates special events and functions (i.e. orientation sessions, re-entry sessions, workshops, etc.).
• Coordinate student evaluation process for returned study abroad students.
• Monitor insurance requirement for all students studying abroad through international partnerships or non-GVSU system.
• Request study abroad program fees and tuition credits be placed on the GVSU system.
• Develop and maintain the GVSU course equivalency charts for all international partnership programs.
• Assist in coordinating visitor itineraries for international visitors.
• Process deposit refunds and pay invoices from partner institutions.
• Send updated study abroad rosters to appropriate on-campus representatives.
• Each semester, provide a list of students who are eligible for the study abroad grant.
• Track all post-acceptance forms.
• Review each student’s file to check for faculty course approvals once an official transcript has been received by our office.
• Serve as back-up for phones and walk-ins;
• Provide information on international partnerships and study abroad programs;
• Prepare outgoing mail including bulk mailings;
• Receive incoming mail, sort and route mail;
• Type memos and other correspondence.

Non-Essential Functions:

• None

Required Qualifications:

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Demonstrated experience to successfully work under pressure and meet deadlines. 
• Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
• Demonstrated experience to successfully operate office equipment.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Typing and spelling competency.
• Demonstrated experience to successfully to use various computer software applications.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
• Excellent grammar and proofreading skills.

Preferred Qualifications:

• Some college course work.
• Overseas travel and/or living experience.
• Higher education experience.
• Second language skills.
• Supervisory experience.

Supervision Received:

Receives general instruction from a designated supervisor, but is generally expected to work independently.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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