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Title: International Programs Services Coordinator

Division: Provost's Office

Department: Center for International Programs

FLSA Status: Non-Exempt

Salary Range: Grade 9: $18.98/hour

EEO Job Group: 5 E5

Position Summary

Assist the Executive Director and other staff members with managing the office, international recruitment, international student services, study abroad program administration and development, and international programming and student retention. Provide a wide range of support services including reception, secretarial, and office coordination and management. Provide extensive direct service and advising to international students and prospects, as well as study abroad participants throughout the entire process. Serve as general office manager.

Duties/Responsibilities 

Office Management (45%) –

• Professionally and efficiently respond to all inquiries and contacts to CIP via phone, email, and in-person visitors. Identify, prioritize, and direct inquiries to the correct resources. Offer excellent service to all CIP constituents. Provide desk coverage when there is no student worker at the front desk. Responsible for daily opening/closing of office.
  
  
• Develop office procedures, routines, priorities and filing systems; handle multiple projects and meet deadlines.
  
  
• Procure, inventory, and maintain department office equipment, department vehicle, office supplies, and any other requested items.
  
  
• Prepare and track purchase requisitions, cash advances, payment requests, work orders (Facilities and Information Technology), office supply orders for IEP and CIP, and printing services/copy center requisitions for the department.
  
  
• Inventory marketing materials and publications including keeping track of updating and replenishing orders for recruitment.
  
  
• Monitor office expenses in coordination with the budget. Independently approve financial expenditures up to $2,000 for the office.
  
  
• Prepare credit card financial reports.
  
  
• Manage the office calendar and event calendar. Coordinate room reservations and food for office-wide events.
  
  
• Hire and train student workers and provide daily supervision. Assist with annual performance evaluations. Department generally employs 5-7 student workers.
  
  
• Perform complex word processing tasks; create and proofread appropriate written communications; use complex spreadsheet functions and databases to develop and maintain records and reports; use CRM tool to maintain communication plans to inquiries and applicants.
  
  
• Oversee incoming and outgoing mail at the CIP and IEP.

Staff and Student Coordination and Support (15%) –

• Assist with travel for recruitment- including making travel arrangements for staff and incoming visitors and obtaining required travel documents in a prompt manner.
  
  
• Assist with organizing itineraries for international visitors.
  
  
• Coordinate and/or perform data collection, analysis, reporting, documentation, and other related duties to ensure professional, accurate, and timely processing or development of reports. Reports may include accreditation reports and reports to monitor performance against CIP goals, objectives, and mission.
  
  
• Schedule all CIP staff meetings and committee meetings. Work with Executive Director to draft agendas. Track action items assigned during meetings, monitor progress on those items and update the Executive Director and others on their status.
  
  
• Coordinate mandatory health insurance program for international students and exchange visitors and billing process with Bursar’s Office and the insurance agency. Communicate changes in coverage and benefits.
  
  
• Assist students with processing of claims. Inform about insurance information to student groups at orientation and individually during the academic year.
  
  
• Provide group and individual advising to international students on obtaining a Social Security Number, on-campus employment, searching for a job, and employment reporting.
  
  
• Assist with providing group and individual advising for international students on taxes, coordinate resources for international student tax preparation.
  
  
• Assist with processing application materials for international students and exchange visitors, and coordinate correspondence with Admissions Office, Graduate Studies, and Intensive English Program (IEP). Save materials in EXTENDER or ISSM following pre and post admission procedures.
  
  
• Communicate with prospective international students in cooperation with International Admission and IEP, providing guidance on admission requirements and process, USI programs, etc.
  
  
• Participate in the orientation support process such as helping students with housing contracts, application processes, purchasing of phones, cards, food, etc. at the initial arrival.
  
  
• Assist in coordination of and publicity for programs and events for all CIP events, both on campus and in the Evansville community.

Website and Social Media (10%) –

• Manage and maintain the CIP and IEP web pages in collaboration with the appropriate area team representative, ensuring it is up-to-date, accurate, and user-friendly.
  
  
• Supervise development of CIP and IEP social media annual strategy and posts. Report engagement. Facilitate monthly newsletter for stakeholders.
  
  
• Assist in preparation and maintenance of program materials, such as brochures, and student advising materials. Participate in the recruitment communication sequence, promoting USI and IEP to potential and new students.\

Data Management (10%) –

• Manage ISSM database for nonresident alien student population and initiate reports as needed. Ensure daily transfer of data from Banner to ISSM for final submission to SEVIS by PDSO and/or DSO.
  
  
• Maintain student applicant database and reports and assist with maintaining international student files as well as encourage address changes (and other SEVIS-reportable changes).
  
  
• Develop reports and assist with processing application documents for participants of study abroad program and faculty-led short-term programs. Coordinate submission of required documents to sponsoring agencies. Assist with management of participant data through Terra Dotta online study abroad portal.
  
  
• Compile data from a variety of sources (Banner, SEVIS, ISSM, etc.) and prepare reports as directed. Assist with annual reports, IIE Open Door reports, unit reviews, and other reports as needed.
  
  
• Maintain report of scholarship recipients and sources to convey communication to Bursar for special payments and sponsors/third billing partners.
  
  Accounting/Budgeting/Grant Management (15%) –
• Act as liaison with Bursar Office, Travel Services, Accounts Payable and Human Resources coordinating and overseeing all accounting and human resources activities for the department.
  
  
• Responsible for tracking and depositing funds collected for CIP short-term trips and other CIP and International Club fee-based activities. Manage the Marketplace payments for all purchases related to orientation and programming.
  
  
• Responsible for tracking and depositing funds collected from study abroad program participants via marketplace.
  
  
• Oversee program fee activity for faculty-led study abroad programs and provide summaries to CIP director and faculty program director.
  
  
• Monitor monthly accounting reports, reconcile revenue/expenses in office wide accounts, and prepare monthly budget reports. Request new accounts as needed.
  
  
• Review budget needs with CIP director and assist in projecting needs for programming, hospitality, and office supplies.
  
  
• Assist the CIP director with budget preparation for sponsored students as needed.
  
  
• Assist in creating cost sheets for immigration.
  
  
• Assist the CIP Director with Grant budgets when needed.
• Create invoices for IEP Community members.

Human Resources (5%) –

• Provide support to the department in coordination USI Human Resources in the areas of recruitment, appointments, and compensation.
  
  
• Communicate with HR to initiate student employment notifications and any other paperwork for personnel changes and new hires. Coordinate payroll reporting for all employees in CIP and IEP. Responsible for new hire paperwork for student workers and timesheets for all employees.
• Plan, direct, and monitor work of lower level staff as assigned.

Other responsibilities

• Represent department on University committees.
  
  
• Serve as notary public for the University community.
  
  
• Drive international students to and from campus. Assist them in finding their way around campus and Evansville, including how to use public transportation.
  
  
• Assist international students with cultural acclimation issues as they have need. Serve as a mentor for the new and IEP students.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• High school degree/GED with office experience.
  
  
• Working knowledge of microcomputers, word processing, spreadsheet, database, and electronic mail software.
  
  
• Demonstrated aptitude for technical areas such as insurance and visas.
  
  
• Ability to effectively communicate with people who are non-native speakers with alternate cultural experience and understanding on complex subjects such as admissions, testing, visas, and insurance.
  
  
• Demonstrated accuracy and reliability in data and budgeting.
  
  
• Ability to function independently with intermittent supervision.
  
  
• Refined office etiquette skills.
  
  
• Requires an interest in and respect for diverse cultures.
  
  
• Required flexibility, positivity, and team communication skills.
  
  
• Demonstrated ability to remain well organized with multiple priorities and deadlines, and with multiple interruptions during the workday.
  
  
• Valid driver's license.

Preferred Knowledge and Skills

• Bachelor’s degree.
  
  
• Knowledge of web-design software and creative services like CANVA.
  
  
• Knowledge of social media maintenance and advertising.

Regular Work Hours/Travel Requirements

About USI          

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities