Administrative Program Coordinator
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Support all aspects of international programming related to WU
study abroad and international student and scholar services. Advise
PNCA international students and scholars and outbound study abroad
students. Provide remote administrative support for the
international education office located in Salem. Interact with all
constituents related to the international programming, including
parents, faculty, and international partners. Collaborate with OIE
staff in the execution of the position's essential functions.
Reasonable Accommodations Statement:
To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. Reasonable
accommodations may be made to enable qualified individuals with
disabilities to perform the essential functions.
The duties and responsibilities of this position include, but are
not limited to, the following functions, which are not listed in
any hierarchical order of importance. The primary physical location
for this position is in the Portland Office of International
Education (OIE) at PNCA. The duties outlined below extend to all of
Willamette University's schools (PNCA, CAS, COS, AGSM, and the Law
School) unless explicitly stated as limited to PNCA.
Provide administrative services in support of departmental
Includes, but not limited to, website maintenance, handling
confidential materials, data creation and maintenance, scheduling
and event planning, managing supplies and equipment (PNCA &
Salem offices), providing support (communications, documents,
taking minutes) for the International Advisory Committee and the
Off-Campus Studies Committee, interacting with and supporting
international and study abroad students (including communicating
complex information to parents on the phone or walk-in),
functioning as the first/primary contact for guests and visitors,
coordinating program partner visits, maintaining archives, and
hiring, training, and supervising student workers.
Administer study abroad application, student acceptance &
Requires designing and updating application, acceptance,
post-acceptance and preparatory materials on the web and in print,
processing scholarship applications, following up with students and
resolving discrepancies in all phases of the process, and creating
and maintaining spreadsheets for internal and univ-wide use.
Includes, but not limited to, managing matters of liability, health
assessment, insurance, and safety.
Manage administrative projects as assigned/needed.
Includes, but not limited to, managing the Office's Terra Dotta
application and information management system, managing annual data
projects such as compiling and analyzing study abroad data (Open
Doors, Datatel), interacting efficiently and effectively with
University departments/offices and external constituents.
Supporting Director in processing and maintaining agreements with
international partners, completing PAFs for international visiting
scholars and WU Program Faculty Leaders.
Advise PNCA International and Study Abroad Students.
Involves the full range of ISSS support issues, as well as advising
outbound study abroad students regarding program discernment,
academic planning, communicating with faculty advisors and PNCA
administrative units. Involves promotion/marketing of study abroad
opportunities. Requires communicating with partner universities and
program partners, as well as vendors.
Monitor financial accounts in support of the director and
Includes, but not limited to, maintaining financial records,
reconciling accounts, researching budget histories, issuing and
paying invoices, tracking payments with domestic and international
partners, managing advances to faculty, establishing billing
accounts, and coordinating study abroad billings with student
accounts. Perform function of Accounts Receivable clerk for the
Granada, Spain program including producing invoices for partner NW
universities, tracking payments, and follow-up with outstanding
invoices. Assist Director in maintaining internal financial records
for Granada, Spain program. Reconcile expenditures with General
Ledger accounts on a routine basis. Annually reconcile summer
program budgets for final disbursement of tuition funds to
university. Maintain the financial records of the Office of
International Education. Initiate billing of student accounts for
off-campus study participants for semester and summer
Support the University's health insurance policies and practices
for the international students & scholars.
Includes, but not limited to, reviewing enrollments and assessing
waiver eligibility based on federal and University requirements,
coordinating with University Admission offices, managing enrollment
data, solving atypical situations, and communicating with
departments across all campuses on J visa insurance
Serve as a SEVIS user (F-1 students and J-1 students/scholars)
and provide int'l student advising.
Advise international students/scholars on immigration, personal,
and acculturation issues, including reviewing documentation &
responding to requests for immigration documents and
conducting/assisting with orientation programming. Serve as ARO/DSO
signatory and in SEVIS for F/J students & scholars, participate
in orientation programming, and work in conjunction with Salem
advisors on cases and processes. Will be expected to help with
immigration form creation, semester SEVIS registrations, status
verifications, management of dependents, travel authorizations, and
changes of address. In collaboration with the PDSO/RO, support
SEVIS processes including school transfer, program extensions, on
and off-campus work authorizations, and data fixes in SEVIS.
- Any combination of education and experience that provides the
required knowledge, skills and abilities to perform the essential
functions of the position.
- Minimum of five years of general office experience of a
progressively responsible nature.
- Proficiency with web maintenance and google systems, as well as
with Microsoft Office applications required.
- Due to the requirements of SEVIS access, applicant must be U.S.
citizen or permanent resident.
- Excellent bookkeeping, record keeping, proofreading,
composition, spelling, grammar, and punctuation skills
Typical Work Schedule
- College degree preferred.
- Experience in offices concerned with higher education
preferred; experience in study abroad programming and/or
international student and scholar services preferred.
- Experience working in databases or systems maintained by
governmental or other private entities preferred.
- Experience with Terra Dotta information management system
- Competence in a second language and/or study abroad experience
desirable. Experience with international insurance
- Evidence of advanced intercultural communication skills
Monday through Friday, 8 am to 5 pm. Ability to work some
(infrequent) evening and weekend hours as requested. Ability to
work on the Salem campus (infrequent) as requested.
Physical Demands & Working Conditions
Typical work is performed indoors in a normal office
Applications will reviewed on a rolling basis as received until
the position is filled.
All University positions require that candidates submit to a
criminal conviction record check prior to hire. Conviction does not
automatically preclude candidates from being hired. Nature of
conviction will be considered relative to the duties of the
You will need to upload the following two documents as part of
your application materials in the "My Experience" section labeled
Incomplete applications will not be considered.
- Cover letter addressing the required/desired qualifications and
presenting any other applicant characteristics which deserve
- Current Resume
Typical work schedule:
Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Portland-Campus/Administrative-Program-Coordinator_R0004162
Believing that diversity contributes to academic excellence and
to rich and rewarding communities, WU is committed to recruiting
and retaining a diverse faculty, staff and student body. We seek
candidates, particularly those from historically under-represented
groups, whose work furthers diversity and who bring to campus
varied experiences, perspectives and backgrounds.