- Along with the Business Officer, this position will be responsible for the OIED front office, including, but not limited to, general office receptionist duties such as answering multiple telephone lines, taking messages, greeting participants/visitors, directing participants to appropriate staff, making photocopies, filing, typing and providing daily support to professional staff with daily items, accounting duties, and international business travel insurance, as well as any special projects as assigned.
- Additionally, this position will help to direct and supervise student office employees with student development and growth in mind.
- This position is characterized by a variety of administrative and office support duties that require knowledge of the office policies and procedures to communicate information involving programs, functions, and services.
- Duties performed may include preparation of meeting minutes, documents and reports, the use of office technology, web page maintenance, database data entry, compiling records, organizing and maintaining files, posting information, greeting/referring/assisting visitors/clients/staff/others, mail distribution, and photocopying.
- The work often involves a public contact role to obtain, clarify, or provide information regarding activities of the office.
- This position also assists with grant logistics for several projects throughout the year.
- Must be proficient in Microsoft Office Suite and Google Suite and possess a working knowledge of the use of copiers, laminating machines, and other office equipment.
- Ability to maintain accurate accounting spreadsheets and workbooks is required.
- Experience working in an office with multiple programs and functions being performed simultaneously is a must.
- This position requires that the individual be able to extrapolate to problem-solve independently and appropriately, even while working in collaboration with the rest of a team.
- The person in this position should maintain excellent customer service skills and a positive personality when answering phones and walk-in inquiries.
- This position also supervises student office employees with tact, clear directions, and defined expectations, while giving semester evaluations with constructive feedback.
- Should be able to prioritize and delegate accordingly with diplomacy and professionalism and an avid interest in other cultures and peoples from diverse backgrounds.
- Excellent written and oral communication skills, with an emphasis on intercultural communication and the ability to learn quickly, are essential for this position.
- Prefer strong customer service skills.
- Ability to multitask with a sense of calm and humor.
- Prefer an individual who can take direction and then make suggestions to improve or to develop systems to aid multiple staff in multiple and varied areas simultaneously.
- Website creation/maintenance experience preferred.
- Ability and interest to maintain accounting records accurately.
- Prefer an individual that can work with teammates but also with autonomy.
- Ability to relate to diverse populations with respect.
- A strong interest in international education is preferred.
- Cover Letter: Describe in the cover letter any work experience relevant to this Posting regarding comfort with computer-based work; enjoyment of detail and procedural work; supervision of student workers; experience working with diverse populations; and/or ability to multi-task and juggle priorities easily.
- Resume
- List a minimum of 3 professional references in the application or attach a List of References with Contact Information
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Front Office Assistant - Boone, United States - Appalachian State University
Description
Posting DetailsWork experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.
Position Summary Information
Classification Title
University Program Associate
Working Title
Front Office Assistant
Working Location (City, State)
Boone, NC
Job Category
5
Position Number
088911
Department
International Edu & Development
Description of University
Appalachian State University, in North Carolina's Blue Ridge Mountains, prepares students to lead purposeful lives as global citizens who understand and engage their responsibilities in creating a sustainable future for all. The transformational Appalachian experience promotes a spirit of inclusion that brings people together in inspiring ways to acquire and create knowledge, to grow holistically, to act with passion and determination, and embrace diversity and difference. As one of 17 campuses in the University of North Carolina system, Appalachian enrolls more than 20,000 students, has a low student-to-faculty ratio and offers more than 150 undergraduate and graduate majors.
Minimum Qualifications
Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
License/Certification Required
Essential Job Functions
The Office of International Education and Development (OIED) empowers campus and community members to engage in transformational global experiences by providing exceptional support and resources. OIED stakeholders include domestic students, international students and scholars, faculty, staff, campus and community partners, and parents. This is carried out in support of Appalachian's institutional goals of providing a well-rounded education, and with the understanding that students of the University must be prepared for citizenship in an interdependent world.
The primary purpose of the University Program Associate is to support the workings of the office by being the "face" of the Office of International Education and Development, i.e., the first person, either in-person or via the telephone, to deal with stakeholders and visitors.
This person will be a member of a team that consists of the Business Officer and Executive Assistant, will work side-by-side with the Business Officer, and will report to the Executive Assistant. This position will triage the incoming inquiries and have responsibility for various administrative and accounting functions, with a primary emphasis on international business travel insurance and student supervision. This position also assists with grant programs as needed.
Responsibilities of the position include but are not limited to the following:
Permanent Full-Time
Staff/Non-Faculty
Staff/Non-Faculty
Appointment Type
1.0
Work Schedule/Hours
Monday - Friday, 8:00 am - 5:00 pm
Number of Hours Per Week
40
Number of Months Per Year
12
Mandatory Staff
No
Physical Demands of Position
Typical physical demands of a professional position within a university office area.
Overall Competency Level
Journey
Salary Grade Equivalency
GN07
Salary Range
Anticipated Hiring Range
$37,203 - $42,007
Required Functional Competencies to Successfully Perform Job Duties.
Communication-Verbal:
• Will maintain accurate, comprehensive accounting records for international business travel insurance, including deposits, processing, payments, and record keeping. Will convey processes and information to stakeholders via email and website. Will craft and maintain internal processes for programs and policies. Responds politely and accurately to all inquiries. Directs calls and visitors to appropriate personnel either in OIED or across campus.
Must be able to concentrate and maintain projects amidst a great deal of interruption, traffic and noise. Will work closely with teammates with clear communication as demonstrated via weekly team meetings. Must speak with respect, diplomacy and professionalism at all times.
Will convey processes and information to stakeholders via phone and in-person.
Knowledge - Program and Organization: Will apply knowledge and logic to develop a broad and deep understanding of the mission of OIED to globalize campus. Acquire knowledge from training, observation, experience, collaboration with others and using own initiative to answer frequently asked questions as well as increasingly complex and diverse inquiries. Will maintain an operational knowledge of the purpose of OIED's mission, its services offered, and its stakeholders. Will assess office needs and provide assistance.
Customer Service: Explains programs, policies, and procedures to stakeholders. Reviews processes and makes recommendations for how to streamline efficiency and understanding. Maintains a positive and productive front office work area. Understands the value of the office's programs and how to convey and deliver these programs.
Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
Posting Date
04/26/2024
Closing Date
05/12/2024
Competency Level Statement
Management will only consider applicants who meet the required competencies.
Special Instructions to Applicants
For a complete application, please apply and submit all below-required documents electronically through Appalachian State University's Job Board:
Matthew Scarborough
Search Chair Email
Applicant Pool Preference
External (Post on the Web)
Posting Number
P
Quick Link
