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

Embry-Riddle Aeronautical University
Florida, United States
Salary Not Specified
Posted Date
Jun 7, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Other Student Affairs, Student Activities & Services
Employment Level
Employment Type
Full Time
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Job Description

About Embry-Riddle Aeronautical University

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2020-21, there were over 10,700 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 32,700 students in total enrolled with the University around the world.

The Opportunity

Embry-Riddle 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 Director 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 a program and 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

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
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 Instructions

Please apply online and submit a cover letter and resume/CV. Incomplete applications will not be considered.

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