Administrative Assistant 1

Administrative Assistant For Clark Center For Global Engagement

This position serves as the administrative assistant for the Clark Center for Global Engagement, the inter-disciplinary International Studies major and minor, Honors Program, the Center for Gender and Intercultural Studies and the Galpin Institute for Civic Engagement. The individual in this position would deal with logistics of event organization, aspects related to students' majors (International Studies and Honors), budgets, website updating and maintenance, and other responsibilities, as detailed below. Schedule is Monday through Friday 8 : 00 a.m. to 4 : 30 p.m.

Provide general office and administrative support for five units : Honors, CGIS, Clark Center for Global Engagement, International Studies major, and the Galpin Institute for Civic Engagement. This includes answering all calls and greeting visitors; processing mail and memos; ordering and maintaining inventory of supplies; maintaining and updating physical and electronic filing systems for records in the five units; maintaining and updating websites; scheduling meetings; attend and take minutes at Council meetings; managing the calendar; assisting with duplicating; and performing general clerical duties.

Provide support with all financial and procurement processes, including managing and tracking State, College Foundation, CAS budget accounts; preparing paperwork for payments and reimbursements in accordance with campus policies and procedures; and placing purchase orders for supplies and purchases.

Assist with event and travel coordination, including arranging event logistics (e.g., reserving rooms, processing papers, ordering catering); managing travel and accommodation logistics for conferences / academic activities (Erasmus+, etc.) and visitors; coordinating travel authorizations, honorarium, and reimbursements; coordinating printing and distribution of materials and certificates; and promoting events to campus and community members through mailing posters, creating announcements for Communicator, campus display screens, the Bulletin, and Dragon Chronicle.

Provide support to Honors, CGIS, Clark Center for Global Engagement, and International Studies students and Galpin Institute interns, including maintaining student files, supervising work-study students and supporting program interns, processing Banner reports, facilitating the admissions process for new and transferring students, and managing student forms for accurate record keeping.

Provide academic program assistance. This includes assisting the International Studies Coordinator with scheduling classes in Course Creator; and organizing International Studies Advisory meetings. It also includes assisting the Honors Program director with scheduling Honors course offerings; lifting permission of the instructor / department flags for students; assisting with the admission of new student.