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Company Name : University of Utah
Location : Salt Lake City, UT 84112
Position : Program Assistant
Job Description : Announcement
Details
Open Date 03/11/2022
Requisition Number PRN29699B
Job Title Program Assistant
Working Title Learning Abroad Program Specialist
Job Grade C
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Regular business hours, Monday through Friday 8 am-5 pm. Occasional nights and weekends may be required.
VP Area Academic Affairs
Department 02213 – LA – General Admin
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $16.00 to $19.00/hour
Close Date
Open Until Filled Yes
Job Summary
This front desk position provides customer support and assists with the overall administration of Learning Abroad Programs and operations.
Provides thorough, knowledgeable, and innovative administrative support leading to excellent customer service, student, parent & faculty satisfaction, transparency with regards to office policies and procedures, student success, efficiency, and financial stewardship.
This is great entry-level position for individuals interested in working in the field of International Education and/or student services.
Due to the nature of the front desk responsibilities, this position is not eligible for telecommuting.
Excellent benefit package including tuition reduction program, generous paid leave, free transit pass, generous retirement with immediate vesting (14.2% of salary), & affordable health plan options.
Responsibilities
Assists with administrative tasks and student application processing. Compiles, sorts, and organizes data for entry into databases, distributes program information. Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals. Answers live chats on Tidio platform. Greets visitors and communicates with students and parents, U of U employees, and other individuals to answer questions, disseminate or explain information regarding Learning Abroad policies and procedures, and address complaints. Coordinates front desk and lobby area including working with student staff Peer Advisors for front desk coverage. Responds to queries from and coordinates activities with other departments, the community, and program partners.
Prepares correspondences, including composing routine letters, emails, memos, immigration letters, and residency letters. Schedules appointments and maintains calendars. Makes arrangements for meetings and conferences. Establishes and maintains confidential files.
Tracks application completion in pre-decision and post-decision phases of student applications. Coordinates with the Dean of Students office, the Office of Equal Opportunity & Affirmative Action, and other U of U offices when necessary. Assists students & parents with application questions and concerns.
Manages Learning Abroad email account, responds to inquiries, and forwards emails to appropriate individuals. Reserves rooms for events and activities. Runs reports and queries to facilitate application process. Manages affiliate nominations and applications. Serves as a back-up presenter for classroom presentations or Learning Abroad 101 sessions. Serves on pan-office teams.
May serve as U.S. Passport Acceptance Agent once operation resumes.
Incumbents in this position are expected to be familiar with the department’s policies and procedures and have working knowledge of University and department organizations and procedures. Incumbents are also expected to demonstrate sensitivity to others’ needs while being understanding and helpful on the job.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Minimum Qualifications
Associate’s degree in a related field, or equivalency, plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required.
Bachelor’s degree in a related field may be preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
LOCAL CANDIDATES ONLY, please. Relocation assistance is not provided.Bachelor’s degreeCustomer Service experienceExperience in higher educationStudy Abroad experienceHigh proficiency in Microsoft Office and willing to learn database management; computer skills including word processing, spreadsheet software, and/or database softwareEligibility to serve as U.S. Passport Acceptance Agent (See eligibility criteria under “You have the resources to perform passport acceptance duties” here: https://travel.state.gov/content/travel/en/passports/how-apply/where-to-apply/af-info.html)Recent graduates with relevant experience encouraged to apply
Type Benefited Staff
Special Instructions Summary
Please submit all application materials online. Anticipated start date: May 2022
Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:
Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action (OEO/AA)
135 Park Building
Salt Lake City, UT 84112
801-581-8365
oeo@utah.edu
Online reports may be submitted at oeo.utah.edu
To inquire about this posting, email: employment@utah.edu or call 801-581-2300.
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
This post is listed Under Utah jobs
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