Careers

Senior Program Assistant

Apply now Job no: 492844
Work type: Staff (Full-Time)
Location: Winter Park, FL
Categories: International Programs Office
Division: Academic Affairs

FLSA Status:

Non-Exempt

Service Months:

12

Position Summary:

This is a level-two, administrative support position that provides front desk services, manages 35+ operational and program budgets, and provides a broad range of administrative support for events, programs, and services offered by the Office of International Programs.

Primary responsibilities include:

  • Provide front desk reception and respond to telephone and in-person inquiries from students, faculty, parents and the wider community. As the primary representative of the office, provide basic information regarding study abroad programs, study abroad eligibility requirements, application processes, deadlines, registration, credit transfer, billing, financial aid and scholarships, and office services, policies and procedures.
  • Manage and monitor over 35 budgets with transactions exceeding 2 million dollars annually. Process student, vendor and faculty payments, process journal entry transactions, prepare travel expense reports, and maintain accurate financial records. Assist with the collection of appropriate tax forms and contracts from vendors. With the Director of International Programs conduct monthly and annual budget reconciliations, and work closely with Finance, the Bursar and other departments to resolve any errors. 
  • Support study abroad program management as follows:
    • For all programs: manage the online application system including building applications; conduct community standards checks; log student materials during the application and pre-departure phases; follow-up with students to collect missing materials; maintain student files; notify students of tuition remission policy; produce athlete status records and letters; enroll students and faculty in health and emergency insurance; send students and faculty insurance cards; and maintain insurance information in shared electronic files.

    • For faculty-led programs: prepare packets and first aid kits for faculty/staff leaders; follow-up from faculty-led programs to track and collect expense reports and other materials; and provide faculty with assistance in booking flights, accommodation and other arrangements for programs.

    • For semester programs: track submission of semester evaluations; manage the processing of transcripts from abroad, including holding transcripts for students who have not completed the evaluation; manage the International Programs blog site including tracking student submissions, notifying students of blogging requirements, and working with IT to solve any technological problems; and make arrangements for partner visits including providing hotel/parking/directions and organizing class visits, meetings, guest advising and other events.  

    • For Crummer programs: assist with and manage program processes including building programs, coordinating with faculty, notifying students, collecting materials, preparing program leader packets and materials, reviewing student medical reports, and preparing and sending pre-departure materials and information to students.
  • Oversee student employees including posting position descriptions, interviewing, and hiring students in coordination with the Student Employment Office. Design and lead student employee training. Develop and oversee a regular process of reflection and assessment aligned with the Student Employment Office. In coordination with other staff members, oversee projects and daily work for the student employees in line with the office administrative calendar and other initiatives. Ensure completion of employment paperwork, and approve all student timesheets. 
  • Provide administrative support for the office including: reserving rooms and making arrangements for any supplies and refreshments for office events; monitoring the central email account; maintaining central office equipment and supplies and filling supply orders when necessary; assisting with office mailings; maintaining the study abroad website through regular updates; making revisions and updates to general publicity materials; coordinating printing and copying of office and publicity materials; assisting with targeted marketing and recruitment for particular programs, scholarships, and events; and providing other support as needed.

Minimum Qualifications:

 

  • Bachelor’s degree is required. 
  • At least one year of relevant experience is required.
  • Experience maintaining or managing budgets is required
  • Experience working in higher education or with college students is desired.
  • Strong computer skills including Microsoft Office products and email software.
  • Excellent organizational and communication skills, the ability to meet strict deadlines and prioritize tasks, and the ability to work independently is required.
  • Ability to handle detailed, confidential, legal and personal information as well as situations with a high degree of discretion is required.

Special Instructions to Applicants:

To apply, please submit an application and upload the following materials:

  1. Cover Letter
  2. Resume

Screening of applications will begin immediately.

The pay rate is $16.00/hr.

Rollins offers a generous benefits package featuring comprehensive health insurance coverage, generous paid time off, retirement savings plan with generous employer contribution, full tuition waiver after one year for employees, spouses, domestic partners and dependents.

Our Values:

 

Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities. 

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