Posting Number: R0004858
Location: Salem Campus
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Position Summary:
Support all aspects of international programming related to WU study abroad, international scholar and student services, and the American Studies Program. Administer health insurance processes for international students. Interact with all constituents related to the international programming, including parents, faculty, and international partners. Collaborate with OIE and ASP staff in the execution of the position's essential functions.
This position involves routine collaboration with OIE and ASP staff and routine interaction with a wide range of offices across campus both from a student services and administrative point of view, as well as with academic departments. This includes direct contact with students and all levels of administrative staff. The incumbent handles financial matters (health insurance and program billing) and makes decisions that can impact students financially.
The ability to field questions and complaints related to the work of these programs, intercultural sensitivity, and a facility for directing the work of student employees are important. While a significant portion of tasks are routine, sound judgment, the ability to work independently and creatively on departmental projects, flexibility, and the ability to anticipate the expectations and needs of the department in the short term and long term are essential.
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.
JOB DESCRIPTION:
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:
Manages study abroad application, student acceptance & deposit processes. Includes, but is not limited to, managing matters of liability, health assessment, insurance, and safety. Requires designing and updating application, acceptance, post-acceptance and preparatory materials within Terra Dotta, processing scholarship applications, following up with students and resolving discrepancies in all phases of the process, and creating and maintaining spreadsheets for internal and university-wide use.
Administers support, office logistics, and general student services for academic issues relating to inbound ASP students. Includes assisting with questions related to Willamette's online enrollment and course registration as well as college credit transfer to the home institution. Provides support and assistance with respect to the operations, events, and projects of ASP through additional responsibilities and tasks as assigned by the program director.
Administers health insurance for the University's international students and scholars. Includes, but not limited to, reviewing enrollments and assessing waiver eligibility based on federal and university requirements, recommending policy and procedures to university officials, coordinating with university admission offices, managing enrollment data, solving atypical situations, calculating and coordinating billing of scholars for non-cycle enrollments, presenting at new student orientations on the requirements and waiver process, and communicating with numerous departments across campus on visiting scholar requirements.
Manages departmental projects as assigned.Includes, but not limited to, managing annual data projects such as compiling and analyzing study abroad data, interacting efficiently and effectively with University departments/offices and external constituents, supporting the OIE and ASP Directors in processing and maintaining agreements with international partners, completing PAFs for international visiting scholars and WU Program Faculty Leader stipends.
Monitors multiple financial accounts in support of the OIE and ASP. 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. Performs function of Accounts Receivable clerk for the revenue-generating consortium programs including producing invoices for partner NW universities, tracking payments, and following-up with outstanding invoices. Maintains internal financial records of the OIE and ASP. Reconciles expenditures with General Ledger accounts on a routine basis. Annually reconciles summer program budgets for final disbursement of tuition funds to university. Initiates billing of student accounts for off-campus study participants for semester and summer programs.
Manages departmental operations. Includes, but not limited to, website maintenance, handling confidential materials, data creation and maintenance, hiring and supervising student workers, scheduling and event planning, managing supplies and equipment, 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.
Serves as a Designated School Official (DSO) for the Student and Exchange Visitor Program. Performs, as needed, routine Student and Exchange Visitor Information System (SEVIS) and international student service functions including I-20 form creation, semester SEVIS registrations, status verifications, travel authorizations, and changes of address. In collaboration with PDSO, support complex SEVIS processes including CPT, OPT, school transfer, program extensions, on and off-campus work authorizations, and data fixes in SEVIS.
SECONDARY FUNCTIONS:

• Assists in managing the calendars of the OIE and ASP directors, assist with travel arrangements, and schedule meetings and other activities for the OIE and ASP staff.
• Performs receptionist duties including telephone answering and working with walk-in traffic.
• Perform other duties assigned.

MINIMUM QUALIFICATIONS:

• 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.
• Due to the requirements of SEVIS access, applicant must be U.S. citizen or permanent resident.
• Proficiency with PC or Mac including Microsoft Office, spreadsheet software, and web maintenance programs. Experience working in a databases or systems maintained by governmental or other private entities.
• Excellent bookkeeping, record keeping, proofreading, composition, spelling, grammar, and punctuation skills required.
• Superior organizational skills required; ability to set priorities and meet deadlines despite frequent interruptions and minimal supervision.
• Ability to type accurately at a speed of 60 wpm.
• Ability to hire, assign tasks, coordinate scheduling of and supervise work-study students.
• Position holder must possess a valid driver's license and be able to pass a University-administered Safe Driver test.
• Ability to work with autonomy in a team environment and communicate professionally with internal and external, including international, constituents.
• This position is subject to a criminal conviction record check. To maintain SEVIS access, periodic checks may be 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 desirable.
• Competence in a second language and/or study abroad desirable, with Japanese and working/studying in Japan preferred.
• Experience with international insurance preferred.

Salary: $21.12 per hour
Typical Work Schedule:
Monday - Friday, 8am to 5 pm. Some evening and weekend hours required on occasion.
Physical Demands & Working Conditions:
Typical work is performed indoors in a normal office environment.
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

Applications will reviewed on a rolling basis as received until the position is filled.
Incomplete applications will not be considered.
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.
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