UW-Eau Claire – Eau Claire Campus
Full Time, Staff
- Official Title: Administrative Assistant II
- Job ID: #18076
- Date Posted:
- Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
Center for International Education: Inbound and Outbound Mobility Associate
A full-time university staff position is available in Center for International Education beginning May 15, 2022. The working title for this assignment is Inbound and Outbound Mobility Associate with an official title of Administrative Assistant II. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be $20.73/hour based on qualifications and experience.
This position facilitates the mobility of outbound UW-Eau Claire degree seeking students participating in university-approved study abroad and exchange programs and the mobility of inbound international, non-degree students studying at UW-Eau Claire for the semester or year under an official UW-Eau Claire exchange program. This position reports to the Director of the Center for International Education.
- Must be a U.S. citizen or U.S. Permanent Resident and meet Department of Homeland Security / Department of State criteria as Designated School Official / Alternate Responsible Officer
- Demonstrated organizational skills and attention to details in a professional setting
- Ability to prioritize tasks and to work independently with limited direction
- Strong knowledge of Microsoft Office: Excel, Word, PowerPoint and demonstrated ability to learn new software
- Strong interpersonal and written/oral communication skills to interact effectively and professionally with a variety of constituencies both on and off-campus
- Experience working with culturally and linguistically diverse individuals
- Experience in higher education
- Experience using enrollment management or registration processes software
- Use of Terra Dotta software products for study abroad and international student and scholar services
- Previous work as Designated School Official / Alternate Responsible Officer
- Experience supervising student staff
- Bachelor’s degree from a regionally accredited institution
Goal A: Communication with All Study Abroad Students and Incoming Exchange Students (25%)
- Oversee the application process for incoming exchange students: updates guidance documents to partners and applicants, collect physical application materials, monitor submission of on-line materials; create student files; communicate with students about missing materials
- Maintain and supervise systematic storage of inbound exchange documents.
- Ensure delivery of necessary application/immigration documents to Admissions for processing and issuing of DS-2019.
- Serve as back-up Designated School Official/Alternate Responsible Officer.
- Provides immigration advising to visiting exchange students.
- Issues new immigration documents (I-20 and DS-2019) as needed.
- Oversee the study abroad application process: collect physical application materials and monitor submission of on-line materials; create student files; collect post-acceptance materials; communicate with students about missing materials.
- Maintain and supervise systematic storage of study abroad documents.
Goal B: Communication with Study Abroad & Exchange Liaisons and Off-Campus Organizations (20%)
- Send, electronically or physically, application materials to outbound liaisons abroad by specified deadlines for all incoming exchange students.
- Request and send UW-Eau Claire transcripts to exchange partners abroad at the end of each semester.
- Send, electronically or physically, application materials to inbound liaisons abroad by specified deadlines for all study abroad students. Track down outstanding information needed by liaisons abroad.
- Contact liaisons for upcoming semester dates and emergency contact information.
- Communicate with liaisons regarding student arrival/airport pick-up.
- Manages the firstname.lastname@example.org account as back-up support.
Goal C: Communication with Other UWEC Offices (10%)
- Serve as back for USPA to notify Business Office and Financial Aid of students studying abroad. Report additions/attrition promptly.
- Send lists of students accepted to study abroad to the Dean of Students Office, the College of Arts & Sciences, Housing, the Honors Program, Services for Students with Disabilities, Counseling Services, Veterans, and other offices as needed.
- Forward accommodation requests for incoming exchange students to Services for Students with Disabilities.
- Liaise with Admissions, Blugold Card Office, Blugold Central, and Advising Center regarding incoming exchange students.
- Oversee maintenance and destruction of both electronic and paper student records; document maintenance and destruction processes.
- Record return of transcripts from study abroad sites; copy for our files and deliver originals to Blugold Central-Registrar. In collaboration with the study abroad coordinators, communicate with liaisons and students abroad any transcript issues.
- Primary liaison with the Office of Multicultural Affairs for cultural programming
Goal D: Work with Promotion, Orientation and Cultural Programming (20%)
- Organize and implement the Buddy Project programs, with a specific focus on involving as many international students, returned study abroad students, and accepted study abroad students as possible.
- Plan events that bring returned study abroad and international students together.
- Support and present at international student orientation as needed.
- Organize exchange students involvement at study abroad orientation and study abroad fair.
- Assist in the creation/editing of welcome book or other documents maintained for incoming students.
- Backup proof reader and PDF creator for study abroad handbook and program guides each semester.
- Post handbook and guides to study abroad web site; edit page as needed.
Goal E: Coordination of General Functions for Office (25%)
- Hire, help schedule, train, and supervise general student assistants for ISS and study abroad. Create weekly student work priority lists. Review and sign time sheets; communicate with students about payroll issues.
- Serve as Tech Lead for both study abroad and international student software management systems.
- Arrange and coordinate SEVIS check-in on a semester basis.
- Back up for audits and checking alerts in SEVIS
- Back-up for internal and external (e.g. Open Doors) international student and scholar report requests.
- Other duties as assigned.
THE UNIT: The Center for International Education (CIE) consists of nine highly dedicated staff members with two primary purposes- study abroad advising/coordination and international student/scholar services. The study abroad division of the CIE facilitates study abroad experiences for approximately 300-350 students each year (pre-COVID) and has been recognized twice by the Institute for International Education for innovative programming with Andrew Heiskell awards. UW-Eau Claire regularly appears in the Open Doors leading institutions rankings at the master’s level for total number of students abroad. UW-Eau Claire is also a member of the Forum on Education Abroad, the official U.S. Department of Justice standards-setting organization for education abroad. The Center for International Education study abroad section was recognized in February 2017 for meeting the Forum’s Standards of Good Practice, the first public institution to receive such recognition, and ascribes to the Forum's Code of Ethics .
More information about Center for International Education and our mission can be found at: https://www.uwec.edu/cie/.
UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/why-uwec/ .
The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.
APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the Center for International Education: Inbound and Outbound Mobility Associate position (Job ID # 18076) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached and all required fields are completed. Please be sure you have included the following in PDF format:
- Letter of application
- Curriculum vita
- Names and contact information for three references.
Please direct requests for additional information to:
To ensure consideration, completed applications must be received by March 13, 2022. However, screening may continue until position is filled.
The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.
UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.
The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).