Office Manager

Job Title Office Manager Department Office of International Engagement Job Code C62600 Job category Full Time Staff Terms and Hours Full time non-exempt position; 35 hours per week Salary Range Starting Hourly Wage $21.05, commensurate with experience

Job Summary

The Office Manager for International Engagement provides key support in the administration of programs and services for Study Abroad and International Student Services. This position will serve as the primary point of contact for inquiries related to international services through in-person, email and phone communications. The Office Manager performs administrative support to the Office of International Engagement staff and other relevant Academic division offices as needed to advance internationalization and diversity initiatives at the University.

This position reports to the Director of Study Abroad.

Core Duties

* Act as primary point-of-contact for International Engagement inquiries, serving as a critical resource about policies and procedures applicable to Study Abroad and International Student Services.

* Provide excellent customer service and a welcoming environment to a diverse array of people (including prospective domestic/international applicants, exchange program partners, parents, off-campus guests, alumni, faculty members, researchers, new and current students) for in-person, email, and phone inquiries.

* Provide general advising for student, faculty, and parents regarding Study Abroad and International Student Services inquiries. This includes tabling at campus events, assisting students with application systems, processing forms, and general customer services.

* Respond to internal and external inquiries and take appropriate action as required including proactively addressing potential issues and systematic matters. Act proactively in bringing information and potential issues to the attention of the supervisor or supervisor's designee.

* Perform duties associated with providing administrative support and coordinating projects and products, including serving as a point of contact and liaison within the office for assigned areas, as well as a liaison with staff and administrators in other offices across campus for assigned areas.

* Process and monitor financial transactions on behalf of the Office of International Engagement, which may include researching and resolving discrepancies. This includes activities such as keeping track of budgets, helping to process reimbursement requests, reconciling department credit card payments, and generating budget reports.

* Compose and draft documents and correspondence for presentations, letters, and other business. Edit and fact check materials for distribution or publication. Create, maintain, modify, and/or ensure accuracy of content in various documents, reports, websites, and other media. May prepare briefings for supervisor or supervisor's designee before meetings.

* Oversee and carry out duties associated with scheduling, organizing, and operating meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics. Maintain professional staff calendars and department calendar of weekly, monthly and semester events, resolve calendaring conflicts, and arrange travel

* Gather or record data and create reports and spreadsheets that utilize specialized software and systems.

* Manage web-based Study Abroad student application portal, processing updates to forms, updating applications, and tracking and downloading reports.

* Work directly with PIA (Pacific International Academy) and the ISS Director for onboarding new PIA employees and PIA students to get access to UP information systems.

* Serve as the point of contact for general maintenance and other facility concerns for the department, including reporting any incidents or potential safety problems to appropriate representatives. Serve as point of contact for room access, including managing reservations for the Diversity Center as needed.

* Support supervision of student employees as assigned which includes duties related to hiring, scheduling, training, providing guidance, assigning tasks, prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and performance management and evaluation.

* Actively contribute to the efficiency and impact of the Office of International Engagement to advance internationalization and diversity initiatives at University of Portland.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

* Required:

Associate's degree and one year of related experience.

* Preferred:
Bachelor's degree.

* Preferred:
Prior administrative experience.

* Preferred:
Experience working with diverse,…