Padnos International Center Assistant

Job Title: Padnos International Center Assistant
Classification: C4
Department: Padnos International Center
Updated: January 2019

Job Summary

Acts as a general assistant to the Director and staff of International Programs, performing non-routine functions which substantially contribute to the unit’s objectives.

Responsibilities

Essential Functions:

  • Provides support to the staff of International Center, including scheduling and managing of calendars and correspondence; coordination and implementation of projects; maintenance of personnel and attendance records.
  • Performs work of a confidential nature for the Dean of International Center and the Directors of Programs.
  • Responsible for the overall operational responsibilities of the Office of International Center.
  • Develops and oversees all database systems, including SAS, international student and study abroad records.
  • Coordinates all employment search processes and records.
  • Edits and proofreads all correspondence, reports, and materials for publication.
  • Compiles data for all international, financial, and student reports, presentations, and grant proposals.
  • Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
  • Coordinates activities and budgets for all international grants.
  • Coordinates complex financial aspects of GVSU study abroad programs, including establishing budgets; training faculty to manage budgets and submit reimbursement papers; monitoring all expenditures; facilitates all currency transfers overseas; computing all currency conversions (for as many as 15 different nations); reconciles expenditures in both currencies; prepares financial reports; and reconciles all budgets, in various currencies, with the appropriate offices on campus.
  • Prepares all faculty and staff contracts and monitors compliance, for all international programs.
  • Initiates and schedules all overseas and domestic travel arrangements for the staff, and faculty of the center.
  • Provide support to the Director of International Programs for planning, coordination, implementation and orientation for study abroad programs.
  • Schedules programs for overseas visitors, including the arrangement of housing, transportation, daily itinerary, hospitality, receptions, food services.
  • Develops and coordinates special events and functions pertaining to international programs and visitors.
  • Act as lead to other PSS staff, graduate interns and student workers, including establishment and oversight of schedules, training, assigning and monitoring tasks and projects; hires student workers.
  • Serve as the Computer/Technology liaison for the Office of International Center and coordinate all planning and problem-solving for the office with staff in Academic Computing.
  • Coordinates meetings and records for International Center Advisory Committee meetings.
  • Maintains, processes and manipulates data on a personal computer using word processing, database, and spreadsheet software.
  • Utilizes the internet to gather appropriate information and data necessary for international programs.
  • Provides liaison with academic and administrative units on campus to facilitate international programs, grants administration, program development and monitoring.
  • Provides assistance to the Dean for all NCAA and COUNCIL Board involvement.
  • Oversees immigration document preparation processes for exchange faculty and students.
  • Carries out a complex variety of tasks and responsibilities independently.
  • Organizes, prioritizes and delegates Office of International Center support staff workloads and attends to details for all programs in all countries.
  • Process various university forms.

Non-Essential Functions:

  • None

Required Qualifications:

  • High school graduate or equivalent.
  • Minimum of four years of relevant work experience.
  • Demonstrated administrative and organizational skills.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Typing and spelling competency.
  • 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. 
  • Demonstrated experience to successfully use a variety of computer software applications.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully coordinate large projects.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience to successfully organize and prioritize workload.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Preferred Qualifications:

  • Bachelor’s degree.
  • Higher education work experience.
  • Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor.  Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility. .

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to 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.


Page last modified May 3, 2019