Administrative Program Support 1

JOB SUMMARY

The Office of Global Affairs seeks applicants for a full-time Administrative Program Support 1 in the International Student & Scholar Services. Under the direction of the ISSS Services Coordinator, this position will provide programmatic and administrative support to the Center for International Student & Scholars, which provides front line services in a busy office setting. This position is the first point of contact for visitors, email, and phone inquiries. The Administrative Program Support 1 position requires frequent communication and public interaction and excellent organizational skills to manage student applications. The incumbent is expected to work independently within the defined guidelines established by the program and the supervisor.

DUTIES AND RESPONSIBILITIES

Provides general office support, including answering phones, MS Teams communications, email, responding to inquiries, and directing communications.

• Serves as primary frontline resource, providing reception services to CISS visitors, international students, scholars, and the university community assisting with general F-1 and J-1 visa immigration questions through email, telephone, and in-person interactions.

• Communicates with international students and scholars about different University processes, rules, and procedures. Supports the ISSS advising team by guiding students to ISSS resources for routine and procedural questions.

• Monitors and reviews student applications submitted via ISSS Portal and assigns tasks to ISSS staff or works with supervisor to delegate to student staff.

• Assists in-training student employees to back up reception duties at front desk as needed. Maintains up to date records of the front desk procedures, updates student training materials, the ISSS student, and staff handbooks.

• Maintains CISS out of office calendar and prepares weekly staff updates and programming events communications.

• Monitors office and programming supplies, equipment inventory and coordinates maintenance for office equipment. Purchases office supplies for units housed within the Center for International Students and Scholars (ISSS, IPS, UCAELI). Coordinates purchasing requests from staff and performs research for the most suitable purchases. Coordinates surplus inventory process and maintenance for office equipment as well. Processes refunds in Marketplace and tracks and monitors expenditures.

• Serves as contact for building concerns and acts as contact person for the heating/cooling, facilities, custodial staff, mail services, telecommunications, door security system. Monitors snow removal and requests to use CISS meeting space. Conducts follow up on all work orders.

• Edits, formats, and revises a variety of documents and materials created by student workers and CISS colleagues. Proofreads for grammatical, typographical, and basic content errors.

• Provides program support, including marketing, scheduling, and logistics, for a variety of ISSS services and events.

• Conducts regular data maintenance audits, reviewing spreadsheets and data maintenance projects to ensure student/scholar data is up to date across all systems. Monitors problematic requests and follows up with supervisor/Assistant Director for resolution.

• Maintains records and prepares necessary reports.

• Assists with new international student and scholar check-ins, document collection, and appointment scheduling.

• Performs related work as required. May require occasional evening or weekend work to support events and services.

MINIMUM QUALIFICATIONS

• Associate's degree in a related field and at least two years of related experience, or equivalent combination of education and experience may be substituted for the degree and years requirement.

• Must be an energetic, creative, and flexible individual who can work in a busy and dynamic office with a very diverse international clientele.

• Demonstrated customer service skills and excellent communication, writing, and interpersonal skills.

• Excellent organizational skills including maintaining records and managing data.

• Ability to handle multiple projects simultaneously and efficiently with attention to details.

• Proven ability to manage time in a fast-paced, high-volume environment and the ability to work as part of a team.

PREFERRED QUALIFICATIONS

• Bachelor's Degree in a related field.

• Experience working in a higher educational setting.

• Experience using MS Office applications.

• Experience using Terra Dotta Software or Peoplesoft.

• Experience studying, working, or living in a foreign country.

• Ability to engage, connect, and work with diverse student, administrative, and faculty populations and provide a commitment to the values of diversity, equity, and inclusion in an educational setting.

APPOINTMENT TERMS

This is a full-time in-person position with no remote option. Salary will be commensurate with the successful candidate's background and experience. This position will be in person at the UConn Storrs campus in the Department of International Student & Scholar Services. The University offers a competitive salary, and outstanding benefits, including employee and dependent tuition waivers at UConn, and a highly desirable work environment. For additional information regarding benefits visit: https://hr.uconn.edu/benefits-beyond-pay/. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #498331 to upload a resume, cover letter, and contact information for three (3) professional references.

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on May 9, 2024.

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee's unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The University of Connecticut is an AA/EEO Employer.