Job Information
Fairfield University Operations Assistant, Global Fairfield in Fairfield, Connecticut
Job Description:
The operations assistant will provide an array of administrative and technical support to the Associate Vice Provost Global Strategies and the Global Fairfield staff. Reporting to the Office Manager, the operations assistant will coordinate and cooperate with other University offices and departments, as well as Global Fairfield domestic and international partners, to provide services needed to support our global operations. The position requires strong customer service skills, assertive leadership and communication skills and the ability to work on a team. In addition, this position takes appropriate actions to support a diverse workforce and participates in efforts to create a respectful, inclusive, and welcoming work environment. Ideal candidates will embody the University's Jesuit vision, mission and values as a foundation for their interactions with members of the University community as well as external parties.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
Support general office operations
Provide front desk support, greeting, assisting, and referring students, parents/families, faculty, staff, and others who contact the office via telephone, email, or in-person.
Maintain calendars, and schedule appointments and meetings for administrators.
Attend necessary meetings and inform office staff of relevant information.
Coordinate logistics including, but not limited to, making appropriate room reservations, catering orders, and audio and visual setup for programs and events.
Attend workshops for training as requested.
Communicate effectively with supervisor concerning pertinent office and/or University matters.
Establish and maintain effective working relationships with peers in other offices.
Maintain information as required for office, divisional, and University initiatives.
Record and disseminate minutes for meetings as needed.
Promote the proper utilization of equipment and materials.
Notify supervisor immediately of any unsafe working conditions.
Perform additional duties as assigned; work on occasional weekends and/or weeknights to support operations and/or events; duties, responsibilities, and activities may change at any time with or without notice.
Provide support for Global Fairfield application management
Assist in maintaining accurate study abroad applications including but not limited to updating payment information, student statuses, first steps/next steps attendance, date changes, etc.; creating reports; sending emails to applicants
Ensure Dean of Students approvals are completed each term
Assist with visa and passport information gathering, annual batch visa mailing, scheduling visa information sessions and tracking attendance
Collect and audit course enrollments each semester against Database of Approved Courses and academic policies
Export application requirement reports for partners (flights itinerary reports, housing questionnaire responses, etc.)
Audit weekly Cultural Insurance Services (CISI) Travel Log and communicate with students and study abroad advisors per Global Fairfield policies.
Provide support International Student Services
Update Slate with international student information (I-20 issued date, visa interview date/result, etc.)
Email students daily/weekly/monthly regarding reminders for upcoming events, rules & regulations, deadlines, etc.
May assist with Life@ updates and saving supporting documents for address, phone and email changes.
Provide support for Curriculum Articulation
Maintain and update database of approved study abroad courses
Update approved courses in university catalogue
Receive foreign transcripts at the end of the term, organize files in Augustus, update School of Record log and Terradotta
Assist with Banner ID verifications
Serves as the international student travel provider liaison
Provide program information to international travel provider
Distribute reports
Receive student flight confirmations
Update student application with flight confirmation
First point of contact for university sponsored international travel requests and international insurance enrollment
Assist with international health insurance enrollment for study abroad and exchange students
QUALIFICATIONS :
Education-
- Associate degree or equivalent educational experience required. Bachelor's degree preferred.
Experience-
Ideal candidates will possess two to three years of experience providing administrative and operational support.
Proficient computer skills required in MS Word, Excel, Power Point, and Outlook. Experience with collaborative software and/or programs (e.g., Zoom, Google Docs, Dropbox, and Quip). Knowledge of Banner and Workday is preferred.
Knowledge and skills-
Advanced verbal and written communication, and proofreading skills.
Excellent interpersonal skills are essential.
Demonstrated computer and technological skills.
Excellent organizational and management skills; ability to self-manage multiple tasks, priorities, and deadlines and adjust as necessary.
Ability to work collaboratively and effectively with multiple constituencies, including students, parents/families, and domestic and international University colleagues.
Able to be self-motivated to start and/or complete projects independently. Able to seek direction when needed.
Strong analytical ability, sound judgment, and the ability to handle diverse and difficult situations with sensitivity and objectivity.
Use of tact, diplomacy, discretion and judgment in regular contact with students, parents/families, faculty, staff, and others within and outside the university.
Advanced knowledge of administrative concepts, principles, and practices.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS :
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.
This position is based at Fairfield University’s Fairfield, CT campus and is not eligible for immigration assistance.
Category:
Academic - Staff
Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.
*Disclaimer
The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.
All offers of employment are contingent upon a satisfactory background check.
Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
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Founded in 1942, Fairfield University is a modern, Jesuit Catholic University rooted in one of the world’s oldest intellectual and spiritual traditions. With campuses located in Fairfield, CT Bridgeport, CT, and Austin, TX, we strive to create a workforce that is rich in skill, knowledge, and pride in our work. Members of the Fairfield University community exhibit mutual respect, compassion, and inclusivity, aspiring to be a welcoming environment representative of an ever-changing and diverse global populace. As our University rises in national prominence, we are committed to fostering a healthy workplace and lifestyle for our employees. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.