Administrative Assistant Global Education

Description

The Administrative Assistant, Global Education provides comprehensive administrative and operational support to the Global Education Office (GEO) in advancing the College's mission of providing meaningful global learning opportunities for students. With more than one-third of Saint Mary's College students participating in study abroad and other global experiences, this position plays a vital role in ensuring the success of these programs through exceptional administrative, financial, and operational support.

This ten-month position requires a highly organized and detail-oriented professional with strong financial management, technical, event planning, and communication skills. The Administrative Assistant collaborates closely with faculty, staff, students, and external partners while providing excellent customer service, supervising student employees, coordinating office operations, and supporting study abroad programming.

The position reports to the Directors of Global Study and Experience and serves as an integral member of the Global Education Office team.

Job Responsibilities

Financial Administration

• Ensure study abroad invoices are accurately coded and paid in a timely manner while assisting with expenditure tracking.
• Process reimbursements and reconcile purchasing card transactions for multiple faculty and staff members.
• Create and maintain detailed spreadsheets to monitor budgets for multiple Global Education programs.
• Communicate with study abroad partners regarding program costs and financial estimates.
• Coordinate financial processes with Student Accounts, Financial Aid, the Business Office, and other campus departments.
• Administer student scholarship processes for Global Education programs.

Technical & Systems Support

• Manage the Global Education Office's study abroad application software (Via).
• Manage the study abroad email inbox and respond to inquiries.
• Maintain organized digital filing systems and electronic records.
• Manage and update the Study Abroad social media account.
• Learn and utilize departmental software and databases to support office operations.

Student Employee Supervision

• Recruit, hire, onboard, train, schedule, and supervise student employees.
• Provide guidance, support, and ongoing feedback to student staff.

Study Abroad Program Support

• Enroll students and faculty in international insurance and the U.S. State Department's Smart Traveler Enrollment Program (STEP).
• Ensure accurate study abroad participant data is shared with campus partners.
• Create promotional materials for study abroad programs, events, and student outreach initiatives.

Event & Travel Coordination

• Coordinate logistics for Global Education events, including room reservations, catering, and event materials.
• Assist with travel arrangements for faculty and staff as needed.

Office Administration

• Ensure front desk coverage of the Global Education Office and warmly welcome students, faculty, staff, and visitors.
• Maintain an organized office environment and order supplies as needed.
• Collaborate with campus partners including Information Technology, Building Services, and other administrative departments.
• Manage memberships in professional global education organizations.
• Maintain departmental calendars and coordinate meetings and events.
• Record and distribute meeting minutes for committees and departmental meetings.
• Perform additional administrative duties and special projects as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Extensive experience with budgeting, financial tracking, and administrative support.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience using Google Workspace (Gmail, Drive, Docs, Sheets).
• Strong computer aptitude and ability to quickly learn new software applications and databases.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities while working independently.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Ability to work effectively with individuals from diverse backgrounds and provide exceptional customer service.
• Ability to collaborate effectively within a team environment and adapt to changing priorities.

Preferred Qualifications

• Bachelor's degree.
• Previous administrative experience in higher education, international education, or a related field.
• Experience managing social media accounts and creating promotional materials.
• Experience with study abroad management software such as Via or similar platforms.
• Experience supervising student employees or interns.
• Event planning and project coordination experience.
• Experience working with financial systems and budget management.
• Interest in or familiarity with study abroad, international education, or global engagement programming.

Schedule

Full-time, 10-month position.

Eligibility to Work

Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.