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Administrative Program Coordinator

Willamette University
Oregon, United States
Salary Not specified
Posted Date
Jan 20, 2022

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Position Type
Administrative, Academic Affairs, International Programs
Employment Level
Employment Type
Full Time
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Administrative Program Coordinator

Posting Number: R0004162
Location: Portland Campus

Attention Current Willamette University Employees: In order to apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.

Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
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 operations.

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 & deposit processes.

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 associate director.

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 programs.

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 requirements.

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 required.

Preferred Qualifications
  • 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 preferred.
  • Competence in a second language and/or study abroad experience desirable. Experience with international insurance desirable.
  • Evidence of advanced intercultural communication skills desirable.

Typical Work Schedule

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 environment.

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 position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

​Incomplete applications will not be considered.

Typical work schedule:

Apply online at

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. jeid-47317a9c156de8409d716124e7593e11
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