Position: Office Assistant

Weekly Hours: Part Time - approximately 20 hours per week

Location: Easthampton, MA

Anticipated Start Date: May 2024

ABOUT US: Who is CIS Abroad, and why do you want to work with us?

At CIS Abroad, we believe that education abroad offers students the best chance to realize their potential and change their world. We’re a nationally recognized organization that offers transformative study, intern, short-term, and custom programs across the globe. Our shared values--Passion, Fun, Cultural Competence, Trust, Change & Growth--form the foundation for all we do, and we look for employees who embody these values in their personal and professional lives. We are innovative and fast-moving, and have a fantastic home office (complete with friendly office dogs!) located in a renovated mill building in Easthampton MA. We are proud members of The Forum on Education Abroad, NAFSA, and Diversity Abroad. For more information about CIS Abroad, please visit our website at www.CISAbroad.com.

POSITION OVERVIEW

The Office Assistant is a part-time position responsible for maintaining the administrative duties of running a smooth office. As a small business this position will be responsible for processing incoming and outgoing mail, keeping the office organized and well stocked, organizing office events, etc.. This position will report to the Vice President of People & Culture.

SPECIFIC DUTIES

Mailing Administration

• Receive and distribute incoming mail and faxes (yes, occasionally we still receive a fax)
• Prepares and sends out marketing materials in conjunction with our Marketing and Outreach & Advising Teams
• Assembles and ships new employee and Alumni Ambassador welcome packages
• Sends thank you packages after site visits on behalf of the Partner Success team
• Processes incoming visa letters and foreign transcripts
• Assists with batch visa processing, by mail or possibly in person at UMASS Amherst
• Send transcripts to US universities as requested by the International Operations Team
• Sends visa letters by mail to students as directed by the International Operations team
• Records incoming checks

Event Coordination

• Organizes office and obtain supplies for everyday use, events, and visitors
• Run point for scheduled office visitors - making sure they're welcomed with a tidy and ready office
• Coordinates transportation for office visitors from out of town
• Assists with coordination of logistics for company wide training including reserving hotel rooms, transportation, meals, events

Office Organization

• Manages any office maintenance with outsourced handypeople, as needed
• Conducts outside errands as needed
• Miscellaneous tasks as needed - we never know what may pop up

SUCCESS TARGETS

• 95% of marketing materials are sent on time and in budget
• Office supplies are fully stocked
• Foreign transcripts are processed within 48 hours
• Employee’s office feedback survey provides a rating of at least 4 of 5 stars

REQUIRED QUALIFICATIONS & SKILLS

• Excellent computer skills. Functional knowledge of Google Suite, Microsoft Suite. Salesforce, a plus
• Aptitude to thrive without a routine or daily supervision
• Team player with a rockin’ sense of humor
• Must have a positive attitude and enjoy the supportive nature of this role
• Outgoing, flexible, reliable, honest with an open mind
• Legal ability to work in the US without sponsorship
• Must be willing to undergo background check
• Reliable transportation for running errands
• Must be able to bend, maneuver, and lift up to 25 lbs.
• Must love, or at least tolerate, well-behaved dogs as we’re a dog-friendly office

COMPENSATION & BENEFITS

• Hourly wage of $20-23
• Approximately 20 hours per week, with schedule agreed upon with your team leader, ideally Monday-Thursday, 5 hours each day. A few times per year there may be increased hours
• Up to $1,000 of out-of-pocket expenses if you need to go out of state to obtain essential healthcare including travel expenses and necessary childcare to receive reproductive and gender-affirming care, and abortion
• Parental leave - 8 paid weeks of time off for bonding after birth or adoption for all parents
• Company-matched 401(k) retirement plan after 1 year of service
• Travel Agent Certification through IATAN: Provides discounts for travel, including accommodations and excursions, for company and personal use
• Going fka Scott's Cheap Flights Premium membership
• Global Leadership League membership
• Wellness bonus - $200 per year to spend on massage, gym membership, skiing, etc.
• Paid sick time: 1 hour earned per 30 hours worked
• Paid sabbatical time: 4 weeks after 10 years
• Paid bereavement time: for loved ones, including pets
• Employee Assistance Program
• DiSC personality assessment and training
• Company-provided laptop and accessories

CIS Abroad provides equal opportunity to all people regardless of age, race, religion, color, sex, gender, sexual orientation, national origin, or physical or mental disability. Equal opportunity applies to hiring, placement, promotion, salary determination, and all other conditions of employment. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document upon hire. By submitting your application materials to us you are also providing explicit consent for our People & Culture department to process that data within reasonable limitations under the scope of consideration for your employment. For details on how we handle sensitive data please view our Privacy Policy: https://www.CISAbroad.com/privacy-policy/