International Education Office Assistant

St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Job Title:International Education Office Assistant

Reports to: Director of Outbound Programs

Campus: Queens

Job Summary:

St. John’s is a Catholic, Vincentian, metropolitan, global, and anti-racist institution. In service of this mission, St. John’s University is dedicated to ensuring that all students have access to global academic experiences independent of means or desire to travel. The International Education Office Assistant provides organizational support to the International Education teams, including Inbound/Outbound Programs, the English Language Institute, International Admissions and International Students and Scholars Services Office. The Assistant serves as the front line in communicating with OIE constituents within the office, and via the office’s central email account and phone line. This position is a shared office support resource and reports directly to the Director of Outbound Programs.

Essential Functions

OFFICE SUPPORT

• Serve as first-line “face” of office by assisting walk-ins and callers, and by managing the International Education general email accounts.
• Serve as an advisor to students regarding which program may best fit their interests considering their major course of study and directing them towards the most appropriate program or staff member.
• Ensure front office is presentable and that all office supplies, forms, student records/paperwork are efficiently managed.
• Train and mentor new and existing front office student workers on office and advising procedures, helping them to provide excellent customer service to students, parents, and faculty members.
• Host weekly “front office meetings” to ensure student workers are following procedure and are aware of programmatic updates and general information.
• Work with Printing & Distribution on work orders/bulk mailings.
• Correspond with advising deans, department heads and administrative departments on behalf of OIE.
• Manage student inquiries and recruitment call campaigns with the student worker staff.

PROGRAM SUPPORT

• Learn and implement the Terra Dotta platform utilized for all data entry relating to student applications.
• Process inbound and outbound student applications in Terra Dotta, including needed data entry.
• Contact students/advising deans regarding application decisions to ensure timely response.
• Work with Directors of Inbound/Outbound Programs to ensure all courses and program applications are current
• Process study abroad visiting student applications and billing.
• Work with Director of Global Fiscal Affairs to coordinate student withdrawals, refunds, and billing reports.

EVENT MANAGEMENT

• Work with Office of International Education teams to update recruitment and orientation events grid.
• Work with SJU Facilities to reserve optimal room and A/V for each event (as well as ensuring that spaces are properly set up at the appropriate time).
• Work with SJU catering to order food and oversee delivery and set up for events.
• Update event grid each week with current RSVPs, as well as tracking staff and student coverage.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

Competencies

• Strong customer service orientation
• Comfortable working both independently and in a team environment, within and across departments
• Ability to manage multiple tasks and prioritize appropriately
• Strong written, verbal, and presentation skills
• Strong intercultural competence

Work Environment

This position operates in a professional office environment; This position is required to use standard office equipment such as personal computers, printers, etc.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate verbally and in writing.

Environmental Conditions

The work environment may have occasional noise as it requires the employee to sit in an open office space. Additionally, the office is in a student building where classes and activities take place regularly, which means there is often significant noise from students and faculty/administrators in hallways and nearby classrooms.

Position Type/Expected Hours of Work

This is a full-time position with expected days being from Monday through Thursday, 8:30-4:30 and Friday 8:30-3:00.

Travel

Travel to other SJU campuses in New York may be required.

Required Education and Experience

• Bachelor's degree
• 1-2 years work experience in an administrative office (or equivalent)
• Familiarity with Microsoft Office suite

Preferred Education and Experience:

• Knowledge of Banner and Terra Dotta
• 1-3 years work experience in the field of International Education
• Experience studying or living abroad

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $42,400. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.