Job Description:

The operations assistant will provide an array of administrative and technical support to the Associate Vice Provost Global Strategies and the Global Fairfield staff. Reporting to the Office Manager the operations assistant will coordinate and cooperate with other University offices and departments as well as Global Fairfield domestic and international partners to provide services needed to support our global operations. The position requires strong customer service skills assertive leadership and communication skills and the ability to work on a team. In addition this position takes appropriate actions to support a diverse workforce and participates in efforts to create a respectful inclusive and welcoming work environment. Ideal candidates will embody the Universitys Jesuit vision mission and values as a foundation for their interactions with members of the University community as well as external parties.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Support general office operations

• Provide front desk support greeting assisting and referring students parents/families faculty staff and others who contact the office via telephone email or inperson.

• Maintain calendars and schedule appointments and meetings for administrators.

• Attend necessary meetings and inform office staff of relevant information.

• Coordinate logistics including but not limited to making appropriate room reservations catering orders and audio and visual setup for programs and events.

• Attend workshops for training as requested.

• Communicate effectively with supervisor concerning pertinent office and/or University matters.

• Establish and maintain effective working relationships with peers in other offices.

• Maintain information as required for office divisional and University initiatives.

• Record and disseminate minutes for meetings as needed.

• Promotethe proper utilization of equipment and materials.

• Notify supervisor immediately of any unsafe working conditions.

• Perform additional duties as assigned; work on occasional weekends and/or weeknights to support operations and/or events; duties responsibilities and activities may change at any time with or without notice.

Provide support for Global Fairfield application management

• Assist in maintaining accurate study abroad applications including but not limited to updating payment information student statuses first steps/next steps attendance date changes etc.; creating reports; sending emails to applicants

• Ensure Dean of Students approvals are completed each term

• Assist with visa and passport information gathering annual batch visa mailing scheduling visa information sessions and tracking attendance

• Support the Global Fairfield Selection Committee.

• Audit weekly Cultural Insurance Services (CISI) Travel Log and communicate with students and study abroad advisors per Global Fairfield policies.

Provide support International Student Services

• Update Slate with international student information (I20 issued date visa interview date/result etc.)

• Email students daily/weekly/monthly regarding reminders for upcoming events rules & regulations deadlines etc.

• May assist with Life@ or ISSS updates and saving supporting documents for address phone and email changes.

Provide support for Curriculum Articulation

• Maintain and update database of approved study abroad courses

• Update approved courses in university catalogue

• Receive foreign transcripts at the end of the term organize files in Augustus update School of Record log and Terradotta

• Assist with Fairfield ID verifications

Serves as the international student travel provider liaison .

• Provide program information to international travel provider

• Distribute reports

• Receive student flight confirmations

• Update student application with flight confirmation

• First point of contact for university sponsored international travel requests and international insurance enrollment

• Assist with international health insurance enrollment for study abroad and exchange students

QUALIFICATIONS:

Education:

• Associate degree or equivalent educational experience required. Bachelors degree preferred.

Experience:

• Ideal candidates will possess two to three years of experience providing administrative and operational support.

• Proficient computer skills required in MS Word Excel Power Point and Outlook. Experience with collaborative software and/or programs (e.g. Zoom Google Docs Dropbox and Quip). Knowledge of Banner and Workday is preferred.

Knowledge and skills:

• Advanced verbal and written communication and proofreading skills.

• Excellent interpersonal skills are essential.

• Demonstrated computer and technological skills.

• Excellent organizational and management skills; ability to selfmanage multiple tasks priorities and deadlines and adjust as necessary.

• Ability to work collaboratively and effectively with multiple constituencies including students parents/families and domestic and international University colleagues.

• Able to be selfmotivated to start and/or complete projects independently. Able to seek direction when needed.

• Strong analytical ability sound judgment and the ability to handle diverse and difficult situations with sensitivity and objectivity.

• Use of tact diplomacy discretion and judgment in regular contact with students parents/families faculty staff and others within and outside the university.

• Advanced knowledge of administrative concepts principles and practices.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

General open office and campus environment. Position involves sitting although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.

This position is based at Fairfield Universitys Fairfield CT campus and is not eligible for immigration assistance.

Category:

Performs such other duties responsibilities and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties responsibilities activities and/or qualifications required or expected of employees assigned to this job. Duties responsibilities and activities may change and new ones may be assigned at any time with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

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