Administrative Assistant, Office of Study Abroad

Special Instructions to Applicants
Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B). Upload resume and cover letter.

Job Summary
The Administrative Assistant for the Office of Study Abroad serves a vital role in the daily operations of the Office of Study Abroad by providing comprehensive operational, budgetary, and programmatic support. The role is responsible for preparing, reconciling, and maintaining accurate Study Abroad financial records while ensuring compliance with university policies and applicable procedures. This role supports fiscal planning, transaction processing, and reporting functions to promote sound financial stewardship. Through close coordination with internal and external partners, this position helps ensure the efficient administration and sustainability of Study Abroad programs.

Primary Duties and Responsibilities  

1. Maintains and reconciles twenty-four (24) budgets for the Office of Study Abroad, including payroll accounts. Executes, monitors, and reconciles all Procurement Card transactions and prepares and processes budgetary documents such as purchase orders, reimbursements, interdepartmental invoices, and non-scholarship Foundation expenses.
2. Serves as a liaison with domestic and international vendors to support program setup, including housing and transportation arrangements. Coordinates vendor onboarding by collecting required tax documentation and setup forms, and processes operating and program-specific vendor payments in accordance with University policies.
3. Coordinates and processes domestic and international Permissions to Travel and Travel Vouchers for approximately thirty (30) to forty (40) faculty and staff University-wide who lead study abroad programs, attend conferences, or conduct site visits. Processes hiring documentation, including Personnel Action Forms, tax forms, faculty qualification forms, and payments for consortium partner faculty teaching on USM programs abroad.
4. Oversees fiscal responsibilities related to the collection and processing of program deposits and refunds. Maintains staff driving permissions for University vehicles, assists with campus outreach and promotional events as needed, and retrieves and uploads student data and materials within the Terra Dotta Study Abroad software system.
5. Provides front office support by answering phones, greeting visitors, maintaining office supplies, and managing program listservs. Serves as the inventory point of contact and coordinates annual inventory audits for the Center for International Education. Manages the purchase of commodities, equipment, repairs, and contractual services, enters work orders, and liaises with the Physical Plant as needed.
6. Performs other duties as assigned.