International & GA Program Coordinator

OUR UNIVERSITY

Ottawa University (established in 1865) one of the oldest private liberal arts universities in the United States is a multi-campus system serving approximately 4000 students through its campuses in Kansas (Ottawa Kansas- Residential Campus and Overland Park Kansas- Adult Programs); Arizona (Surprise Residential Campus and OUAZ Adult Programs); Wisconsin (Brookfield Adult Programs); and our OU ONLINE PROGRAM based out of Overland Park Kansas.

Ottawa University is a regionally accredited church-related private university that strives to integrate faith learning and life in the academic experiences of students.

JOB SUMMARY

International Programs Coordinator:

Responsible for working as a member of the International Programs department by providing administrative support particularly for the DBA EMBA MSCS and MSN programs as well as future programs. The position assists to ensure the University is staying in compliance with F-1 rules and regulations. This is a university-wide position.

GA Program Coordinator:

Responsible for service oriented administration of the University Graduate Assistant Program. Position is a facilitator communicator and problem solver serving Graduate Assistants which requires effective collaboration with all applicable university departments. Requires a strong service orientation and will work closely with academic program directors admissions financial aid international programs student accounts human resources compliance payroll/finance departments as well as GA Managers as a part of daily operational responsibilities. Implements policies procedures and processes requiring knowledge and continued development in related professional fields.

ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role):

International Programs:

• Serve as a Designated School Official (DSO) which is approved by the Student Exchange and Visitor Program (SEVP). DSO responsibilities include generating I-20s updating SEVIS records entering CPT generating reports within SEVIS and ensuring SEVIS records are kept up-to-date.
• Process applications and admissions documents for graduate partner programs including the DBA EMBA MSN and MSCS.
• Collect and process onboarding documents for the above-mentioned graduate programs.
• Manage welcome emails within JRM and serve as JRM liaison.
• Respond to student inquiries both via email and face-to-face. This includes processing documents and advising.
• Attend weekend class sessions every sixteen weeks for the above-mentioned graduate programs. This includes attending and assisting with New Student Orientation (occurs every eight weeks). Also includes generating I-20s for new students and responding to student inquiries. May require travel to campuses outside of Kansas.
• Update department records at the beginning of every 8-week term for the above-mentioned graduate programs.
• Work effectively with all other departments and staff members to coordinate office responsibilities assuring all required duties are complete and be a team player supporting the workload of those with whom you work as able and needed.
• Provide customer service support to the International Programs Office as needed.

GA Program:

• Conducts responsibilities assuring GA policy and practices are conducted consistent with university policy and meet regulatory requirements; focused on maximizing the effectiveness of processes and systems; serves GAs with efficiency and care; and information is communicated and implemented in a way that is positive to the Graduate Assistant experience.
• Works collaboratively with related departments and GA Managers to assuring effective support and decision making on behalf of Graduate Assistants.
• Assures compliance with University policy and prevailing compliance standards.
• Responsible for the accurate and timely service to prospective and current Graduate Assistants. If not able to resolve questions collaborate with appropriate department(s) toward resolution. Assure effective communication with University departments as appropriate and necessary.
• Provide coordination and support to GA Hiring Managers in cooperation with Human Resources as they navigate recruitment processes. Collaborate with HR and unit budget administrators to assure positions are within budget and position is defined.
• Assure proper tuition waivers are applied to all Graduate Assistant student accounts. When this has not occurred work with the GA to complete the required Waiver Request process. Approves waivers based on expected policy standards. Reconcile any differences with AR and HR as needed to assure GA student accounts are in good standing.
• Effectively utilizes the ERP Administrative System Paycom and other related systems to collect analyze and report data and information related to the Graduate Assistant program as a part of the regular duties and responsibilities of this role.
• Assure Graduate Assistants have completed required trainings prior to the start of their academic program and work. Notify applicable parties when the Graduate Assistant is not following expected standards and/or responding to required expectations.
• Assure Graduate Assistants maintain academic eligibility to remain within academic program and GA position. Collaborate with Graduate Program Directors as needed on behalf of a Graduate Assistant to assure policies and procedures are met and the Graduate Assistant is supported.
• Assure International Student requirements are met. Understand and monitor specific regulations to assure the Graduate Assistant remains in compliance with their VISA status and required standards.
• Monitors progress of Graduate Assistants through their academic program. When Graduate Program is complete and the individual is ready to graduate assure the Graduate Assistant position is terminated in Paycom and bi-weekly living stipend ends in a timely manner.
• Other duties as assigned

STANDARD UNIVERSITY EXPECTATIONS:

• Model and encourage collaboration among University departments assuring effective communication and operations.
• Understand the Universitys policies and procedures and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the Universitys Code of Conduct and Ethics.
• Provide leadership through conduct attitude and professionalism. Represent the University to students external groups faculty and staff in a way that reflects positively on the University.
• Be mindful and supportive of the overall Mission of Ottawa University.
• Exercise Inclusivity in your daily actions accruing alignment within expectations of the Universitys Mission Statement and Statement of Inclusion Openness and Community.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge skills or abilities. This document does not create an employment contract implied or otherwise other than an at will relationship.

Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race age sex color religion disability national origin sexual orientation genetic information or any other characteristic protected by law.

REQUIRED EDUCATION: (education based on essential job duties and requirements consistent with business necessity):
Bachelors degree in human resources international education or related field or substantial equivalent experience required; Masters degree preferred.

REQUIRED EXPERIENCE: (experience based on requirements in role and are consistent with business necessity)
Two or more years experience in human resources administration and/or international education.

ADDITIONAL ELIGIBILITY REQUIREMENTS: List required and/or preferred certification industry specific requirements required or preferred use of equipment and all necessary job skills abilities and knowledge competencies) Provide a list of items below:

• Have a strong knowledge of the F-1 rules and regulations as outlined by the federal government.
• Have a general understanding of employment laws and practices.
• Ability to think critically and provide options for sound solutions.
• Effectively manages program duties independently and with initiative.
• Service focused disposition with excellent interpersonal communication and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient and adaptable with computer systems and software.
• Must be U.S. citizen or Permanent Resident to be approved as DSO.

WORKING CONDITIONS (Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting lifting # bending driving environmental factors or elements noise level stairs in a building or other factors that will affect working conditions). Provide a list of items below:

• Physical attributes to perform the job duties with or without reasonable accommodation (examples: sitting lifting # bending driving etc. Environmental factors such as temperature noise level inside or outside or other factors that will affect the persons working conditions.

TRAVEL REQUIREMENTS: Yes - Travel Required

• If YES list type and approximate percentage: Limited - as needed for training and internal University travel
• Responsible for driving students and University vehicles as part of job duties (YES/NO): No