Senior Administrative Aide

Sub-Department

International Programs and Services

Sr. Administrative Aide

Director of International Programs and Services

Provide professional and administrative support to the International Programs and Services Department, serving as the first point of contact for students, faculty, staff, visitors, and alumni. Deliver excellent customer service while managing a variety of administrative and financial duties.

• Act as the first point of contact, greeting and receiving visitors and students.
• Provide excellent customer service to a diverse population of internal and external customers.
• Greet and assist customers in a friendly and courteous manner; independently respond to inquiries.
• Answer and direct telephone calls in a courteous and efficient manner.
• Handle financial transactions including check requests, reallocations, purchase requisitions, use charges, deposits, and other university forms; maintain required documentation and records.
• Maintain daily financial operations and files for departmental accounts (General Fund and Tech Fund accounts).
• Support Concur travel and purchasing card expense reports.
• Coordinate and develop special projects such as websites, social media pages, posters, newsletters, brochures, marketing, and training materials.
• Compile financial records for monthly reconciliation.
• Order supplies for the office.
• Arrange travel accommodations for staff when needed.
• Process payroll and approve time sheets for student staff.
• Assign projects and provide support for student employees.
• Assist with department programming as needed.
• Maintain effective communication within the department.
• Receive, open, and route mail.
• Serve as a Designated School Official (DSO) and assist with administrative aspects of international student immigration documents.
• Update address changes for enrolled students.
• Commit to learning about continuous improvement strategies and actively engage in University initiatives.
• Apply safety-related knowledge, skills, and practices to everyday work.
• Develop an inclusive, welcoming, and professional work environment for staff, students, and visitors.
• Collaborate with stakeholders to ensure services are audience‑specific, timely, culturally relevant, needs‑based, and aligned with leadership priorities.
• Leverage social media and marketing strategies to promote events and increase attendance.
• Identify and propose professional development opportunities for staff and students.
• Explore and submit proposals to conferences to showcase effective programs.
• Develop, propose, and manage approved programming budgets based on event requirements.
• Recruit, hire, supervise, and evaluate student employees as assigned.
• Participate in continuous improvement initiatives and apply knowledge to everyday work.
• Assist with collecting program data to better understand student needs and program outcomes.
• Ensure office databases and record‑keeping systems are updated, accurate, and audit‑ready; submit monthly, annual, and ad hoc productivity reports.
• Support and assist department and divisional leaders to enhance internal and external visibility, operations, and services.
• Perform other mission‑critical and position‑specific duties as requested based on operational needs.

• High school diploma or an equivalent combination of education and experience providing comparable knowledge and abilities.

• Five years of administrative support experience.
• Five years of experience using personal computers, basic software packages, and web‑based tools such as Google Suite.
• Experience using intermediate features of word processing, spreadsheet, and/or database software.

• Experience working with Banner.
• Professional work experience in higher education.
• Associate degree or higher.

• Communication skills across diverse boundaries and communication modalities.
• Self‑management skills to manage time and contribute to departmental goals.
• Event and program planning skills from conception to execution.
• Relational skills to develop positive professional…