Office Administrator

Job Title:

OFFICE ADMINISTRATOR

Position Number: 8101354

Job Category:
University Staff

Job Type: Full-Time

FLSA Status:
Non-Exempt

Work Modality:
Fully In-Person

Campus:
Rogers Park-Lake Shore Campus

Department: GLOBAL & COMMUNITY ENGAGEMENT

Location Code: GLOBAL & COMMUNITY ENGAGEMENT

The Office Administrator provides comprehensive administrative and operational support for the Office of Global Engagement (OGE). The position serves as a primary point of contact for students, faculty, staff, families, partner institutions, and other stakeholders while coordinating front-office operations, student program administration, system and financial tasks, events, and general office functions.

• Triage, respond, and manage general phone, email, and in-person inquiries from a variety of stakeholders, including students, faculty, parents, partner institutions, administrators, and OGE email accounts.
• Responsible for management of reception area functions and systems while providing a high level of customer service.
• Assists in scheduling student appointments and manages walk-in traffic to the office.
• Helps in the management of relevant listservs, mailing lists, surveys, newsletters.
• Assists in assembling and processing mailings related to the office.
• Maintains office supplies and resource library materials, submitting orders to replenish these items periodically.
• Provides administrative support for OGE websites and digital content, including updating webpages, maintaining accurate and current program information, and assisting with content management and routine website updates.
• Processes payroll, financial, and human resource tasks, including Kronos timecards for student workers; monthly pro-card reconciliations; check requests; EFT form submissions; reimbursement forms; and employment-related processes such as the submission and updating of ePAFs.
• Assists in data preservation and documentation efforts, including use of systems such as Docfinity and Terra Dotta.
• Assists in report generation and printing requests as needed.

• This position is the primary manager of front-desk operations for the office, ensuring constant in-person presence to handle walk-in traffic to the office via the management of student workers, or in the absence of student workers, by the position itself.
• Coordinates the hiring and staffing of front desk student staff and provides onboarding and ongoing training throughout the year.
• Provides daily supervision of front desk student staff, ensuring accurate, timely, and customer-service-oriented work, and notifies OGE leadership when issues arise.

• Provides primary administrative support for both inbound and outbound students, including application and process status verification.
• Assists in general administration of the Ricci Scholars Program, including managing student data; collecting, tabulating, and reporting program evaluations and demographic data; coordinating registration; monitoring student billing, financial aid, and scholarship disbursements; supporting immigration document processing; and following up with students as needed.
• Provides administrative support for study abroad programs and students, including processing and monitoring student billing and payments; coordinating program payments and invoices with vendors and partner institutions; reviewing, processing, maintaining, and routing transcripts; and maintaining accurate student and program records and related data.
• Responds to and triages initial inquiries received through the study abroad email account, providing general information and directing students to appropriate resources or staff; communicates and coordinates with students, faculty, staff, vendors, partner institutions, and other stakeholders to support the timely completion of study abroad administrative processes.
• Assists with maintaining accurate student and program records and completing related data entry and administrative processes.

• Under the guidance of Global Engagement leadership, manages administrative processes related to University-affiliated international travel, including travel registration and insurance compliance, in accordance with University's travel policies and procedures.
• Coordinates with faculty, staff, students, and other stakeholders to ensure required travel documentation and compliance requirements are completed prior to…