Administrative Clerk

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MUST is committed to the education of a global workforce in a diverse and inclusive environment with equal opportunities for personal, professional, and social growth.

If you identify with our vision, join our team and find your place in our Faculty Positions or Administrative Positions.

• Global environment.
• Flexibility.
• Growth.
• Contributing to future professionals.

The Administrative Clerk will be responsible for ensuring the accurate processing of student document requests, maintaining records in Pipefy, and assisting with the preparation and organization of apostilled documents. Additionally, the Administrative Clerk will support internal and external events by preparing promotional materials.

• Serve as the primary administrative support for the apostille process of academic records and institutional documents for international students and alumni.
• Receive, review, and verify requests for apostille services to ensure completeness, accuracy, and compliance with institutional, state, federal, and international requirements.
• Coordinate and perform the preparation, certification, notarization, and submission of documents requiring apostille, ensuring all notarized materials meet applicable legal standards and institutional policies.
• Liaise with internal departments (Registrar, Bursar, Academic Affairs) to obtain required records, signatures, and approvals in a timely manner.
• Maintain communication with external agencies, including state offices, notaries, and third-party service providers, to track document status and resolve issues.
• Monitor apostille requests from intake through completion, ensuring adherence to service timelines and keeping students informed of progress and delays.
• Accurately enter, update, and maintain apostille request records in student information systems, document management systems, and tracking logs.
• Ensure proper handling, storage, and confidentiality of student records in compliance with FERPA and institutional data privacy policies.
• Respond to student and alumni inquiries via email and virtual platforms, providing clear guidance on apostille requirements, timelines, and procedures.
• Assist with the development, documentation, and continuous improvement of apostille workflows, procedures, and student-facing instructions.
• Support audits, reporting, and compliance reviews related to document authentication and international credential processing.
• Perform other administrative duties as assigned in support of international student services and institutional operations.

Education

• High School Diploma or equivalent required.
• Associate degree or coursework in Business Administration, Office Management, or a related field preferred.

Experience

• Ability to perform notarization of official documents in accordance with applicable laws and institutional policies.
• Minimum of 1–2 years of administrative or clerical experience, preferably in an academic, office, or document-processing environment.

Language Skills

• Fluent communication skills in Portuguese; proficiency in English and/or Spanish.