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

Embry-Riddle Aeronautical University
Florida, United States
Salary Not Specified
Sep 28, 2020
Employment Level
Employment Type
Full Time

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.