Administrative Coordinator

Job Type: Location Type: Not Specified

 

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon’s top-ranked MBA program, the Northwest’s oldest law school, as well as MA/MFA programs at PNCA and master’s degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

ADMINISTRATIVE COORDINATOR

The Administrative Coordinator for the Office of International Education (OIE) supports all aspects of international programming related to Willamette University study abroad, international scholar and student services, and the English Language and American Studies (ELAS) Program. The coordinator interacts with all constituents related to international programming, including parents, faculty, and international partners.

This position involves routine collaboration with OIE and ELAS staff and routine interaction with a wide range of offices across campus, both from a student services and administrative point of view, as well as with academic departments. This includes direct contact with students and all levels of administrative staff.

The coordinator will be responsible for handling financial matters, including administering the health insurance enrollment/waiver processes for international students and program billing, and make decisions that can impact students financially. The coordinator will have the ability to field questions and concerns related to the work of these programs. Intercultural sensitivity, and a facility for directing the work of student employees are important. While a significant portion of tasks are routine, sound judgment, the ability to work independently and creatively on departmental projects, flexibility, and the ability to anticipate the expectations and needs of the department in the short term and long term are essential.

Duties and Responsibilities

Office of International Education (OIE)

• Supports all aspects of study abroad programming including application, acceptance, and predeparture processes. Includes, but is not limited to, managing matters of liability, health assessment, insurance, and safety.
• Requires designing and updating applications, acceptance, post-acceptance, and preparatory materials within the Terra Dotta software package, processing scholarship applications, following up with students and resolving discrepancies in all phases of the process, and creating and maintaining spreadsheets for internal and university-wide use.
• Supports WU’s participation in ILACA (Northwest study abroad consortium) and works with partners (including partner university staff and selected Program Faculty Leaders) on logistics around ILACA consortium meetings and administration of ILACA programs.
• Serves as a Designated School Official (DSO) and Alternate Responsible Officer (ARO) for the Student and Exchange Visitor Program. Performs, as needed, routine Student and Exchange Visitor Information System (SEVIS) and international student service functions including I-20 form creation, semester SEVIS registrations, status verifications, travel authorizations, and changes of address. In collaboration with Primary Designated School Official (PDSO) and Responsible Officer (RO), supports complex SEVIS processes including school transfer, program extensions, on and off-campus work authorizations, and data fixes in SEVIS. Position supports students through the social security and campus Workday (HR, payroll) processes.

English Language and American Studies (ELAS)

• Provides administrative support, office logistics, and general student services for academic issues relating to inbound ELAS students. Includes assisting students with questions related to Willamette’s online enrollment and course registration, as well as college credit transfer to the home institution.
• Attends online meetings with international partner universities, including those scheduled outside regular working hours due to time zone differences, and takes detailed notes.

OIE & ELAS

• Monitors multiple financial accounts in support of the OIE and ELAS. Includes, but is not limited to, maintaining financial records, reconciling accounts, researching budget histories, issuing and paying invoices, tracking payments with domestic and international partners, managing advances to faculty, establishing billing accounts, and coordinating study abroad billings with student accounts.
• Performs function of Accounts Receivable clerk for the revenue-generating consortium programs including producing invoices for partner NW universities, tracking payments, and following-up with outstanding invoices. Maintains internal financial records of the OIE and ELAS. Reconciles expenditures with General Ledger accounts on a routine basis. Annually reconciles summer program budgets. Initiates billing of student accounts for off-campus study participants for semester and summer programs.
• Provides support and assistance concerning the operations, events, and projects of ELAS and the OIE through additional responsibilities and tasks as assigned by the program director.
• Administers OIE’s role in health insurance for the University’s international students and scholars. Includes, but is not limited to, reviewing enrollments and assessing waiver eligibility based on federal and university requirements, recommending policy and procedures to university officials, coordinating with university admission offices, managing enrollment data, solving atypical situations, calculating and coordinating billing of scholars for non-cycle enrollments, presenting at new student orientations on the requirements and waiver process, and communicating with numerous departments across campus on visiting scholar requirements.
• Manages departmental projects as assigned. Includes, but not limited to, managing annual data projects such as compiling and analyzing study abroad data, interacting efficiently and effectively with University departments/offices and external constituents, supporting the OIE and ELAS Directors in processing and maintaining agreements with international partners, completing PAFs for international visiting scholars and WU Program Faculty Leader stipends and other logistics.
• Assists in planning and coordinating student events, the orientation program, and other academic and community engagement initiatives.
• Manages departmental operations. Includes, but not limited to, website maintenance, handling confidential materials, data creation and maintenance, hiring and supervising student workers, scheduling and event planning, managing supplies and equipment, interacting with and supporting international and study abroad students (including communicating complex information to parents on the phone or walk-in), functioning as the first/primary contact for guests and visitors, coordinating program partner visits, maintaining archives, and hiring, training, and supervising student workers.
• Assists in managing the calendars of the OIE and ELAS directors, assists with travel arrangements, and schedules meetings and other activities for the OIE and ELAS staff.
• Performs receptionist duties including telephone answering and working with walk-in traffic.
• Perform other duties assigned.

Minimum Qualifications

• Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position.
• Demonstrated record of general office experience of a progressively responsible nature.
• Due to the requirements of SEVIS access, applicant must be a U.S. citizen or permanent resident.
• Proficiency with PC or Mac including Microsoft Office, spreadsheet software, and web maintenance programs. Experience working in databases or systems maintained by governmental or other private entities.
• Excellent bookkeeping, record keeping, proofreading, composition, spelling, grammar, and punctuation skills required.
• Superior organizational skills required; ability to set priorities and meet deadlines despite frequent interruptions and minimal supervision.
• Exceptional communication skills, including the ability to convey detailed information clearly and concisely verbally and in writing; ability to explain complex information to individuals whose primary language may not be English.
• Ability to hire, assign tasks, coordinate scheduling of and supervise work-study students.
• Applicant must possess a valid driver’s license and be able to pass a University-administered Safe Driver test.
• Ability to work with autonomy in a team environment and communicate professionally with internal and external, including international, constituents.
• To maintain SEVIS access, periodic Criminal conviction record checks will be required.

Preferred Qualifications

• Bachelor’s degree
• Experience in offices concerned with higher education; experience in study abroad programming and/or international student and scholar services desirable.
• Prior experience working either with SEVIS (international student database) or Terra Dotta (study abroad platform).
• Competence in a second language and/or study abroad experience, with Japanese language and working/studying in Japan preferred.
• Experience with international insurance.

Typical Work Schedule

Monday through Friday, normal working hours. Some hours for phone or video conferencing outside of normal working hours may be required due to partner institution time zone differences.

Salary: $21.55/hour

You will need to upload the following documents as part of your application materials in the “My Experience” section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Position will remain open until filled; applications should be received by May 15, 2025 for full consideration.

Incomplete applications will not be considered.

WILLAMETTE UNIVERSITY VALUES DIVERSITY:

Employment at Willamette University means being part of a community that values education and its impact on the world and is friendly, supportive, and increasingly diverse. Believing that diversity contributes to academic excellence and to rich and rewarding communities, Willamette is committed to recruiting and retaining candidates who bring to campus varied experiences, perspectives, and backgrounds.

BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:

Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments — listed at the bottom of the page — must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.