Administrative Assistant / Student Support Specialist, Embry-Riddle Language Institute

Embry-Riddle Aeronautical University is currently recruiting for an Administrative Assistant/Student Support Specialist to support the Embry-Riddle Language Institute (ERLI). In this role, the Administrative Assistant will support the ERLI administration and instructors, manage the ERLI office, and advise ERLI students in non-academic matters.

Responsibilities include the following:

Administrative Assistant and Office Manager
Day-to-day administrative operations of the ERLI program (the office and academic) including:

• Receive and screen telephone calls and visitors, assist visitors with program information and make referrals to other office personnel
• Prioritize and arrange appointments with program administration as needed
• Explain program policies and procedures to students, faculty, staff, and outside entities
• Update and maintain policy and procedure manual
• Prepare agendas and take meeting notes for administrative and faculty meetings
• Assist teachers with equipment, materials, copies, and other clerical needs
• Make recommendations for new or revised program policies
• Maintain administrative calendar with testing dates, orientations, and other semester deadlines
• Communicate with the ISSS regarding testing, orientation scheduling, and attendance
• Collect and file electronic documents
• Manage student records within ERLI and DB Imaging; check forms for accuracy and assist students in their completion
• Manage new hire process and paperwork, such as FPVs and credentialing
• Create and maintain student attendance rosters
• Monitor and track student attendance from teachers
• Make travel arrangements for ERLI staff
• Manage all purchases for office, teaching, and administrative use
• Maintain purchase documents and records
• Submit credit card expense reports, journal entries, and purchase requisitions
• Order office supplies and materials and reports on expenditures to supervisor
• Within prescribed limits, make purchases for program events and program trips
• Research office products and equipment and make purchasing recommendations
• Maintain copy codes for all staff and teachers and monitor copy machine use
• Submit work orders for maintenance and repairs as needed
• Serves as caretaker of equipment and keys within ERLI
• Manage all areas of hospitality for employees and students
• Schedule events in building and processes event requests
• Update and maintain ERLI website and social media accounts
• Create and publish ERLI newsletter regularly

ERLI Student Support

• Advise students regarding ERLI/ERAU policies and direct them to university services as needed
• Serve as an administrative liaison with sponsoring agencies; update sponsors regarding student progress
• Compose confidential correspondence to students, other university departments, and parties outside the university, including foreign governments regarding attendance, enrollment, and requests for academic extensions and records
• Serve as liaison between ERLI students and various ERAU departments such as Student Health Services, International Student and Scholar Services, Admissions, and Records
• Develop student programming activities; participate in preparation and implementation of orientation programs, online and in-person
• Participate in student assessment in person and online via Skype
• Administer all operations of EducationUSA Academy camp

Qualifications :

Required Qualifications:

• Bachelor’s degree in business or field pertinent to work unit and one year of directly related work experience; OR,
• four years of increasingly responsible office/administration experience; OR,
• any equivalent combination of experience, training, and/or education
• Minimum of 1-3 years of work related experience
• Demonstrated administrative and clerical skills
• Strong technical skills (PC, Microsoft Office, basic hardware/software)
• Excellent interpersonal skills
• Excellent written and oral communication skills

Preferred Qualifications:

• Experience working in a higher education environment.
• Experience with PeopleSoft or other similar databases; strong computer and data management skills
• Fluency in at least one foreign language; experience living abroad
• Experience in program development and execution
• Ability to drive large vehicles and ability to meet the University's standards for approved drivers

Knowledge, Skills, & Abilities:

• Knowledge of standard office policies and procedures
• Knowledge of basic accounting/budgeting procedures
• Ability to work effectively with people from a variety of culturally diverse backgrounds
• Ability to work independently as well as part of a team
• Strong analytical and organizational skills
• Skill in coordinating activities, evaluating data, and establishing priorities
• Skill in communication and presentation

Application Requirements:

• Applicants must submit a current resume/CV and a cover letter. Incomplete applications will not be considered.