Administrative Assistant

Position Number: 001339

Department: International Programs (Adm)

Employment Type: Permanent - Full-time

Months Per Year: 12

Essential Duties and Responsibilities:

• Assists in the daily operations of the International Student and Scholar Office.
• Manages the front desk operation, hiring, training and supervising student employees.
• Assists in organizing and maintaining students' files and records using physical and electronic materials (Banner and the ISSO Sunapsis Portal).
• Performs basic reception and customer service functions by directing walk-ins, answering the phone, managing office email accounts, and overseeing information distribution.
• Facilitates office printing requests from university vendors and maintain office supply inventory.
• Demonstrates high-levels of professional responsibility including attention to detail and timely responses to inquiries.
• Demonstrates high levels of professionalism, patience, and perception for working with department clients, students, scholars, university faculty, and other government organizations ( DHS , ICE , SEVIS , etc.)
• Triages all ISSO inquiries and requests and answer general questions.
• Provides referral services to on or off-campus resources.
• Reviews and process newly admitted students' financial documents in Perceptive Content.
• Works with university departments and the Graduate School to confirm student funding.
• Briefs the staff regarding any emerging issues of concern and patterns in the front office.
• Processes student requests for employment letters when employed by campus food services and upload new employment letters, Travel Endorsements and upload issued I-20s in Sunapsis.
• Performs administrative tasks to include record keeping and data entry, including management of initial admissions applications.
• Performs basic reporting, budgeting, information management and process deposits to the Cashier's Office on behalf of the ISSO .
• Processes P-Card reconciliations and process purchases and reconciliation in 49erMart.
• Facilitates the purchasing, sale, and distribution of tax preparation codes to students, scholars and faculty each year.
• Processes staff travel forms and staff reimbursement requests.
• Provides direct support to the director and associate director.
• Provides direct support for ISSO programs and events, including room reservations, catering and assist in set-up/teardown.

Minimum Experience / Education:

Required Minimum Qualifications:

Graduation from high school; or an equivalent combination of education and experience. University Preferred Qualifications: Graduation from high school, or completion of its equivalency, and three years of office/clerical work experience; or an equivalent combination of training/experience.

Preferred Education Skills and Experience:

• Associate's Degree or completion of its equivalency, and three years of office/clerical work experience; or an equivalent combination of training/experience.
• Experience with database programs and management, university management software (Banner), and website maintenance.
• Cross-cultural and /or international living experience.
• Familiarity with the Federal Work Study hiring process.
• Experience with reconciliations and budget processes.
• Experience and knowledge with Microsoft and Google Suite.
• Strong attention to detail.

About The University of North Carolina at Charlotte

UNC Charlotte is North Carolina's urban research institution. Our campus is located in the piedmont of North Carolina, just two hours from the mountains and three hours from the Atlantic Ocean. A large public university with a small college feel, more than 27,200 students consider UNC Charlotte’s 1,000-acre campus their home away from home.

Connections working at The University of North Carolina at Charlotte