Lewis-Clark State College
  • 11-Jul-2017 to 21-Jul-2017 (MST)
  • International Programs Office
  • 12.05
  • Hourly
  • Full Time

The benefit package for employees includes reduced tuition for employees and eligible dependents; medical/dental/vision coverage; life insurance; short/long term disability; and no-cost access to the campus fitness center and many on-campus events


Lewis-Clark State College invites applications for the position of Administrative Assistant 1.

Salary based on experience and qualifications, $12.05.

Required Qualifications:

  • Excellent customer service skills including ability to work with students and clients from diverse range of cultural backgrounds and language ability.
  • Qualified to be registered as a DSO (i.e. legal permanent resident or U.S. citizen)
  • Ability to work in a high pressure, high volume office with multiple rapidly changing deadlines and priorities.
  • Ability to work accurately and with minimal supervision.
  • Excellent knowledge of Microsoft Office Suite.
  • Tolerance for ambiguity and cultural differences.
  • Basic office accounting knowledge.

Preferred Qualifications:

  • Experience working with Datatel/Colleague
  • Experience working with students from culturally diverse backgrounds
  • Registered as a Designated School Offical (DSO) in SEVIS

Responsibilities:

The LCSC International Programs Office (IPO) oversees three specific programs:

  • Institute of Intensive English (IIE),
  • International Student Services, and
  • Study Away including international exchanges.

In addition to assisting U.S. students and faculty in gaining experience in other countries, the IPO provides the following services for international students:

  • International admissions and advising,
  • Service learning and community involvement,
  • Student housing assistance, and extra-curricular activities.
  • The IPO also manages all international partnerships including student and faculty exchange.

While all IPO staff have specific duties within one or more of the programs, each member of the IPO team is expected to contribute to other IPO programs proactively and as needed to ensure the IPO successfully meets the needs of our clients in an outstanding, timely, coordinated and individually-focused manner.

General administration:

  • Coordinating all IPO correspondence including forwarding inquiries and other communication to the appropriate staff member, and scheduling appointments;
  • Organizing and maintaining IPO administrative and student files,
  • Supervising the IPO front desk, ensuring that the IPO presents a professional, friendly outlook to clients;
  • Ongoing maintenance of the IPO information binder kept for staff at the IPO desk;
  • Processing IPO requests for keys, work orders and other IPO activities, rooms and reservations;
  • Assisting with the allocation of tasks to IPO work studies students and student interns;
  • Working with student employees to act as first point of call for phone, email and "walk-in" inquiries from international students, the LC valley community and other clients;
  • Maintaining a register of policies and procedures relating to tasks assigned to the administrative assistant;
  • Developing and maintaining an electronic calendar for IPO activities;
  • Performing administrative tasks including reminders and planning schedules as required by the IPO and LCSC annual timelines;
  • Record meeting minutes and distribute minutes electronically after each meeting;
  • Assisting with IIE book check out and book deposits;
  • Update IPO TV monitor as necessary;
  • Create IPO social media updates every 2 weeks;
  • Assist with new staff orientation;
  • Print transcripts, schedules and certificates for IIE students;
  • Generate letters for students upon request.

Financial:

  • Ordering of office supplies, textbooks, and creating invoices for IIE student tuition and fees;
  • Maintain all IPO financial records and provide the Director with an end of month reconciliation of the IPO accounts;
  • Maintain records for the LCSC p-card assigned to IPO;
  • Process financial paperwork for all IPO staff including requisitions, travel forms and reconciliation, independent contractor forms, MERs, van requests, personnel forms (PA's and PRC's), partner discounts and agent commission;
  • Bill sponsored student and partner programs, monitor financial guarantees and work with the Controller's Office to process refunds as necessary.

 
Data entry

  • Provide support for the IPO admissions team:  Work as a DSO as directed by the admissions team- i.e. creating I-20's and admission letters for new international student applicants when requested by the admissions team and
  • Update sections of IPO database (especially agent details) as directed by IPO admissions team.


Other duties:

  • Other tasks as directed by the IPO Management including assist with student activities as needed (including driving 12-passenger vans).

Application Procedure:  Please upload your Cover Letter, Resume, and List of 3 References.  Also, to be considered for this position, you will need to take the online Administrative Assistant 1 exam on the Division of Human Resources' website at https://labor.idaho.gov/DHR/ATS/StateJobs/jobannouncement.aspx?announcement_no=01235052535 

Application review will begin July 21, 2017.

This position is subject to the successful completion of a criminal background check.  LCSC is an EEO/AA/VETS employer.

 

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