Office Coordinator - Padnos International Center
Job Title: Office Coordinator - Padnos International Center
Classification: C3
Department: Padnos International Center
Updated: December 2025
Job Summary
Coordinate a variety of duties for International Student & Scholar Services (ISSS) within the Padnos International Center (PIC) while utilizing discretion and judgement to determine the appropriate use of procedures and policies.
Essential Functions:
ISSS Support
- Assist with logistical aspects of ISSS events including room reservations, food orders, transportation needs, supplies, and other aspects as needed.
- Relay information on international student issues and needs to the Director and ISS Team, maintaining confidentiality in accordance with FERPA.
- Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, direct individuals to the appropriate source for additional information.
- Generate reports, memorandums, correspondence, status verification letters, and other materials.
- Track data related to student records and documentation, most critically at the start of each semester.
- Accurate data entry for multiple programs and exchanges.
- Prepare outgoing mail; as needed, receive incoming mail, sort and route mail.
Insurance & Accounts
- With precision and timeliness, track enrollment of international students in the health insurance policy, maintaining accurate lists of changes including waived, special case, and dropped students.
- Communicate international student charges and credits to Student Accounts and Financial Aid for Health Insurance, Orientation Fee, Exchange Tuition, and other items.
Exchange Students & Partnerships
- Serve as an Alternate Responsible Officer in SEVIS for J-1 students and scholars.
- Coordinate the GVSU Application process between students, Partner schools, and GVSU Admissions.
- Maintain international partnership balance database, agreements, and contacts.
- Communicate with Partner schools about processes, placements, and transcripts; provide updated Partner flyers annually.
International Visitors & Scholars
- Create thoughtful itineraries for international visiting scholars, including communication to all individuals involved.
- Coordinate visitor needs with relevant departments such as Housing, IT, Parking Service, and host departments.
- Maintain visiting scholar apartments including calendar, cleaning, supplies, and maintenance.
- Maintain accurate and detailed database of visiting scholars.
PIC/General Office Support
- Welcome visitors and students.
- Serve as back-up for phones and walk-ins.
- Participate in office events and activities as needed.
- Perform other duties as required/assigned by leadership.
Non-Essential Functions:
Not Applicable
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Demonstrated experience to successfully operate office equipment.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Some college course work.
- Overseas travel and/or living experience, multi-cultural background, or intercultural involvement.
- Higher education experience.
- Second language skills.
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.