Administrative Careers - Clerical/Administrative Support
I)Summary of Responsibilities: This position serves as the Office Coordinator for Crossroads/International Student Services department by providing customer and student assistance, administrative and planning support, and budget support. This position will also supervise the work of student employees.
II)Essential Responsibilities: (These essential responsibilities are those the individual must be able to perform unaided or with the assistance of reasonable accommodation.)
Serves as a crucial liaison with other departments, students, and external constituencies regarding a variety of programmatic matters. Provides support activities for the department such as answering telephones; assisting with and resolving problems and inquiries of students and visitors; reviewing incoming and outgoing correspondence; and handling follow-up communication.
Assists with the development and distribution of departmental publications and correspondence.
Schedules appointments and maintains a busy office.
Distributes off-campus enrollment roster to various Geneva offices to facilitate on-campus registration, financial aid, and to update on-campus records.
Maintains contact with students before, during, and after off-campus experience.
Represents Crossroads at program information events such as campus visit days.
Responds to questions from students, parents, faculty, and staff related to off-campus study
Assists students with class registration and assists the Director with advising students for Early College and off-campus study as needed.
Collects and checks Course Approval Forms for off-campus study with Registrar’s Office.
Manages admissions processes for off-campus studies.
Enrolls students in and communicates with students about group international health and accident Insurance.
Assists Director with planning and implementation of pre-departure orientation seminars and with coordinating special departmental events.
Assists and registers students taking classes online and on main campus for the Early College program.
Maintains student roster, orders transcripts, and creates invoices for high schools participating in the Early College program.
Handles a wide variety of miscellaneous assignments for the office such as the scheduling of rooms and Audio Visual equipment for meetings and events; ordering and distribution of textbooks; and preparation of program materials which includes typing, proofreading, editing, duplication.
Participates in regular staff meetings as well as meeting with program instructors as needed. Takes and produces meeting minutes.
Handles travel arrangements, transportation, and lodging for office staff and campus visitors.
Orders and maintains office supplies.
Adheres to College policies and procedures to include the maintenance of confidentiality of information.
Maintains class list for undergraduate Geneva Online courses; schedules open/close of classes, quizzes, and tests in Moodle.
Works with the Director for detailed summer camp planning and promotion, and assists during summer camps and summer academic sessions as needed.
Assists with office lunchtime coverage.
Performs other related duties as assigned.
Tracks selected/key student expenses and payments related to the all students who study abroad.
Monitors all purchases and expenses including, but not limited to: books, syllabi, course materials, instructional materials, all office supplies, and travel expenses by completing purchase order requests and check requests for the office.
Coordinates program payments to third party organizations. Maintains logs and records of transactions.
Processes office expense reports.
Supervises student employees to include interviewing, hiring, training, planning, assigning and directing work, coaching, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.
Must have a mindset of mentoring employees under supervision. Should be able to lead in a way that sets a good example, promotes teamwork, and encourages a positive, efficient work environment.
III)Performance Development Areas:
A.Achieves Results – Achieves needed results; takes initiative and responsibility; seeks solutions to operational problems; listens and communicates adequately and effectively; keeps others informed; uses resources effectively (time, materials, finances); completes job responsibilities in a safe manner.
B.Personal Organization – Plans and organizes work; demonstrates dependability and good attendance; adapts to changes in the work environment; makes decisions and demonstrates good judgment; handles multiple tasks simultaneously.
C.Knowledge/Learning – Demonstrates and develops job knowledge and skills; possess and improves knowledge of all tools, equipment and resources; demonstrates creativity/innovation in work; increases understanding of how his/her work relates within the department and organization.
D.Interpersonal Skills – Shows respect and kindness towards others; actively builds trust; acts with integrity and fairness; maintains appropriate levels of confidentiality; routinely expresses positive feedback and gratitude; seeks to understand others’ perspectives; ability to work effectively with people from a variety of cultural backgrounds and who use varying communication styles.
E.Student & Organizational Success – Makes students’ needs a priority; treats students, families, faculty, employees, and vendors, etc. with respect and support; respects and supports diversity differences; clearly
displays a mission-mindedness; shows support and respect for policies and procedures, management and the institution.
F.Teamwork/Conflict Resolution – Works in collaboration with others; supports the work and goals of others; exhibits objectivity and openness to others’ views; gives credit to others when appropriate; accepts criticism and feedback; takes initiative and uses productive means for resolving interpersonal conflicts without unreasonable delays; shows loyalty to those not present by avoiding backbiting and gossip.
G.Supervisors Only-Supervision/Management Positions: Establishes clear goals and performance standards; provides direction; empowers others and delegates as appropriate; regularly monitors delegated activities; provides recognition and regularly engages in coaching and constructive feedback; identifies, utilizes and develops employee’s skills and encourages growth. Exhibits confidence in self and others; inspires respect and trust; reacts well under pressure; shows courage to take action; fosters a culture of excellence.
IV)Job Requirements - Administrative:
General: Individuals must possess the knowledge, skills, and abilities listed or are able to explain and demonstrate that they can perform the essential responsibilities of the job, with or without reasonable accommodations in order to safely perform the essential responsibilities of the job.
Physical: Must be able to perform the following: talking, hearing, and seeing. Must have sufficient manual dexterity to be able to operate all office equipment including, but not limited to: computers, fax machines, copy machines, modems, and telephones.
Confidentiality: Individuals must recognize that management of data, including personal information, grades, budgets, programs and policies is necessary to the operation of the College. Such information must be kept private and confidential for the protection of the College and to obey Federal and/or State laws. Should there be doubt as to whether a certain matter is to be protected, it should be discussed with your supervisor before making a disclosure.
Mental: Must be able to reason, analyze, prioritize, conceptualize, make judgments, and solve problems.
Start date: Mid to late June
Education: High school diploma or GED
Experience: One year of previous office management experience
Skill/Abilities: Communicate effectively both verbally and in writing; keyboarding skills with accuracy and reasonable speed. Proficient in the use of the Microsoft Office Suite. Highly organized and detail-oriented. Prioritizes tasks, multi-tasks, works well in a team as well as alone and with frequent interruptions in a fast-paced environment. Relates well to constituents, especially students, families, and College guests of varying national origins.
Christian Commitment: Must be a thoughtful and articulate Christian and an active member of a Protestant evangelical Christian church. Preference will be given to candidates who support and have an articulate understanding of the Reformed faith. The individual must understand and support the College’s
“Foundational Concepts of Christian Education” by expressing an evangelical Christian profession of faith and demonstrate the ability to integrate a Christian perspective in their work.
Education/Certification: Associates degree in business or a related field
Experience: Three years of previous office management experience. One or more years of experience in an international office at a college or university
Demonstrated success working in an intercultural setting
Familiarity with international travel and have traveled, studied, or lived overseas
Internal Number: CLE-18-00002
About Geneva College
Geneva College is a challenging Christian college that prepares students to challenge the world and succeed.
We provide an academically rigorous education comprised of distinctive and innovative courses. Geneva offers over 40 undergraduate majors and seven master’s degree programs, with the most popular including business, engineering, education, biology, communication, psychology, student ministry and human services. And our liberal arts core fosters a breadth of knowledge through the study of humanities, the social and natural sciences, biblical studies, and experiential learning. Founded by the Reformed Presbyterian Church of North America, Geneva helps students meet the challenge of becoming everything God means them to be.
Our 55-acre campus is located in Beaver Falls, Pennsylvania, about 35 miles northwest of Pittsburgh. Geneva College is a founding member of the Council for Christian Colleges and Universities (CCCU).