Job Summary
The Administrative Operations Coordinator will coordinate the administrative operations of the International Scholar Services office. In this role, you will work closely with internal teams within International Scholar Services to identify opportunities to advance the mission(s) of the teams; optimize services supporting international faculty, staff, postdocs and scholars, and their department; and maximize team efficiency in executing our responsibilities. You will be responsible for clerical duties relating to filing, shipping, and tracking documentation; data entry; billing; communications; and scheduling. In addition, you may serve as an Alternate Responsible Officer, under supervision, to assist with processing of requests and/or updates in SEVIS.
What You'll Be Doing:
- Database work (50% of time):
- Generating database report(s) as needed for monthly reporting of ISS Services and Fees
- Data entering invoices into our database(s) to track the services our office performs for the campus
- Monthly auditing of database records relating to invoices and services, to identify omissions or errors
- Correction or updating of database records and data entry
- Reviewing incoming information, documents, and e-questionnaires within our database, and following up as needed with scholar, departments to clarify the information provided or obtain additional information
- Processing or escalating pending tasks or other actions within the database
- Disseminating government forms electronically, using database tools
- Office Support (30% of time)
- Processing and directing all incoming mail and documents; and organizing scheduled document pickups by customers from our office
- Supporting the office’s regulatory file responsibilities, under supervision, and maintaining electronic and paper files
- Tracking and filing checks from Accounts Payable, required for outgoing payments to vendors
- As needed, performing final collation, copying, and scanning of paperwork for government agencies or individuals; sharing electronic copies of IntlScholar documents as needed
- Shipping documents as instructed, and updating records to reflect document shipments
- Coordinating hiring and renewal of student worker(s); serving as “on-site” supervisor for purposes of webclock and hours/schedule for student workers
- Administrative work (10% of time):
- Coordinating IntlScholar Services schedule, in collaboration with the Director and Assistant Director
- Troubleshooting or triaging administrative or operational issues to ensure customer needs are directed to the appropriate resource
- Ordering office supplies and resources
- Maintaining toner and other supplies for printer, and coordinating maintenance / repair
- Submitting tickets for IT-supported devices, including but not limited to printer, scanner, monitors, laptops, etc.
- Coordinating and/or supporting cancellation of services, refunds of fees, and/or other financial/accounting adjustments
- Communications (10% of time)
- Serving as first responder for phone calls / emails received into office; and contacting clients and department contacts with requests as directed
- May serve as an Alternate Responsible Officer for Purdue's J-1 Exchange Visitor Program; supporting or executing under close supervision data amendments, updates to Forms, or reports within SEVIS
What We're Looking For:
- High school diploma or GED
- 4 years of relevant experience which must include three of the following:
- Use of web-based software system, database operation, and database management
- High-volume, complex data entry
- High-quality customer service in extremely fast-paced, high-volume environment
- File management and record keeping experience
- Microsoft Word; Excel, including Excel reports; Outlook; Windows
- International, cross-cultural, or diversity/inclusion coursework, experience, or training
- Demonstrated ability to communicate and work effectively with students, scholars, faculty, staff, alumni, and others who represent a broad range of cultural backgrounds and perspectives
- Analytical ability under pressure and time constraints to meet deadlines
- Proven adaptability to changing circumstances and shifting priorities
- Strong organizational and time/project management skills
- Ability to identify routine problems and implement or recommend solutions
- Excellent verbal and written communication skills
- US citizenship or permanent residence
Nice to Have:
- Bachelor’s degree in international education, education administration, immigration, intercultural communication, counseling, or related discipline
- 1 year working with international faculty, staff or scholars in a customer service role within higher education environment
- 1 year Purdue University experience
- Familiarity with or experience using MyISS/Sunapsis or other immigration data system
What We'd Like You to Know:
- This role is ideally 100% on site but for the right candidate a hybrid presence on campus could be accommodated.
- To learn more about Purdue’s benefits summary
- Purdue will not sponsor employment authorization for this position
- A background check will be required for employment in this position
- FLSA: Non-Exempt (Eligible For Overtime)
- Retirement Eligibility: Non-exempt Defined Contribution Plan
- Purdue University is an EO university
Career Stream
Administrative and Operational Support 3
Pay Band S040
Link to Purdue University's compensation guidelines: https://www.purdue.edu/hr/mngcareer/compguidelines/index.php
Job Code #20002464
Link to Career Path Maker: https://www.purdue.edu/hr/careerpathmaker/
*Effective August 1, Purdue implemented a new background screen policy: any internal transfer will receive a new background screen if one has not been run within the last year.
Who We Are:
Purdue is a community built on collaboration, with global perspectives, Boilermaker pride and endless opportunity to live, learn and grow. Join us and contribute to our culture.
EO
Purdue University is an EO/EA University.