Center for International Education: Administrative Specialist

POSITION: A full-time, professional academic staff position is available in the Center for International Education ideally beginning December 1, 2025. Start date is negotiable. The official title of this position is Administrative Specialist. This is a renewable assignment, contingent on performance and funding. The salary is expected to be $46,000 to $47,000.

MINIMUM QUALIFICATIONS:

Minimum Qualifications

• Must be a U.S. citizen or U.S. Permanent Resident – must meet Department of Homeland Security / Department of State criteria as Designated School Official / Alternate Responsible Officer.
• Knowledge, skills, and ability to create and maintain organizational systems related to record keeping and work processes.
• Strong analytical skills
• Strong attention to details and ability to track details through designated time periods.
• Ability to work independently and prioritize tasks with limited guidance from a supervisor.
• Strong interpersonal and written/oral communication skills to interact effectively and professionally with a variety of constituencies both on and off-campus.
• Strong knowledge of Microsoft Office: Excel, Word, PowerPoint, and an ability to learn new software.

PREFERRED QUALIFICATIONS:

The following may be considered assets for this position:

• Bachelor’s degree from an accredited institution
• Work experience in a higher education setting.
• Knowledge and skills in navigating state or federal regulations.
• Experience using enrollment management or registration processes software.
• Experience as a Designated School Official / Alternate Responsible Officer.
• Knowledge and previous use of Terra Dotta software products- StudioAbroad and/or ISSS Student.
• Web management using the following: Drupal, HTML, Siteimprove, Google Analytics.
• Experience writing and updating process documentation.

DUTIES:

This administrative position serves as the super user for the third-party software that manages the study abroad brochure pages and application documents/process and the third-party software that manages immigration registration of J and F visa holders through Student Exchange Visitor Information System (SEVIS). Through this work, the administrative specialist plays an integral role in the administration of student mobility on university-approved programs and immigration compliance.

Core Duties

• Serve as super user and tech lead for both study abroad and international student software management systems. Responsibilities include reporting software issues to software company, working with UWEC technology services on student information system (SIS) data issues, staying current on changes to software systems, training other users on any issues/updates to software systems.
• Coordinate SEVIS check-in, initial reporting, and audit of student information to ensure accurate immigration reporting.
• Hire, train, and supervise general student assistants in conjunction with Department Associate. Create weekly student work priority lists.
• Oversee the study abroad application process: collect physical application materials and monitor submission of on-line materials through regular audits; create student files; collect post-acceptance materials; communicate with students and staff about missing materials.
• 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.
• Communicate with students and liaisons to collect and send (electronically or physically) application materials to designated contact by specified deadlines. Track down outstanding information/application materials.
• Communicate with other UW-Eau Claire offices as required; offices include Dean of Students, Housing & Residence Life, Services for Students with Disabilities, Counseling, Blugold Central, Admissions, Advising, and other offices not listed.
• Track return of transcripts from study abroad sites; copy for our files and deliver originals to Blugold Central-Registrar. In collaboration with the study abroad managers, communicate with liaisons and students abroad any transcript issues.
• Assist with study abroad promotional events, study abroad and international student orientation, and cultural programming.
• Organize and implement the Buddy Program and other cultural programming with a specific focus on involving as many international students, returned study abroad students, and accepted study abroad students as possible.

THE UNIT: The Center for International Education (CIE) consists of nine highly dedicated staff members with two primary purposes- study abroad advising/program management and international student/scholar services. The study abroad division of the CIE facilitates study abroad experiences for approximately 250 students each year and has been recognized twice by the Institute for International Education for innovative programming with Andrew Heiskell awards. UW-Eau Claire regularly appears in Open Doors as a leading institution at the master’s level for total number of students abroad and on the Top-Producing U.S. Student Fulbright list. 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 and ascribes to the Forum's Code of Ethics. International students and scholars’ services (ISSS) staff is active in NAFSA: Association of International Educators and the American Association of State Colleges and Universities. ISSS provides immigration guidance and compliance, holistic support to both degree and non-degree F and J visa holders, as well as cultural activities for the whole campus.

More information about Center for International Education and our mission can be found at: https://www.uwec.edu/offices-services/center-international-education .

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,000 students and 1,200 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/about/work-uw-eau-claire.

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 Web site: https://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives. Please be sure you have included the following in PDF format:

• Letter of application
• Resume
• Unofficial graduate school transcript [if applicable]
• Names and contact information for three references.

Please direct requests for additional information to: marchwcc@uwec.edu

To ensure consideration, completed applications must be received by Sunday, October 19, 2025. However, screening may continue until position is filled. 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).

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 (https://www.uwec.edu/files/8/annual-security-report.pdf) . Also visit our Campus Security Authority policy (https://www.uwec.edu/files/787/CleryCompliancePolicy.pdf).

UW-Eau Claire is an AA/EEO/Veterans/Disability employer