Overview
Library Administrative Assistant Jobs in Chickasha, OK at CITY OF CHICKASHA
East Lansing, Michigan, United States
Education Abroad Credit Program 10054635
Area of Interest: Administrative/Business/Professional
Area of Interest: Office/Clerical Support
Area of Interest: Operations Services
Support Staff
Opening on: May 28 2025
Closing at: Jun 10 2025 – 23:55 EDT
10
Salary Commensurate with Experience
International Studies And Programs
1047474
Position Summary
The executive secretary supports the assistant dean for global learning and innovation and Center for Global Learning and Innovation leadership with general day to day operations of the office. This includes managing the director’s calendar, arranging domestic and international travel, attending meetings and events with/on behalf of the director in addition to other duties. The executive secretary will assist with managing projects, conducting benchmarking research, preparing and editing correspondence, and with producing reports, presentations, and briefs. This position also has Center for Global Learning and Innovation office reception duties, including answering phones and responding to basic inquiries.
Hybrid work statement: Education Abroad is currently operating under a hybrid modality structure with staff working three days in person and two days remote per week.
Core Duties & Responsibilities
Executive Assistance
Provide assistance to the Assistant Dean for Global Learning and Innovation with general day to day operations of the office, which includes, but is not necessarily limited to the following:
Manage their calendar and provide support with planning and scheduling meetings and appointments
Organize and maintain files, documentation and records
Attend meetings and events with/on their behalf as requested and taking notes
Provide administrative support to Center for Global Learning and Innovation leadership including:
Route exchange and direct-enrollment agreements through the signatory process
Route exchange and direct-enrollment agreements to international partners or organizations after signatory process has been completed
Provide administrative and logistical support for inbound exchange student processing
Receive and prepare new program development proposal applications for review
Schedule meetings
Assist the center leadership with managing projects, conducting benchmarking research, prepare and edit correspondence, and with producing reports, presentations, and briefs
Meeting Management & Assistance
Responsible for event logistics including scheduling meetings, preparing agendas, writing and distributing minutes as well as ordering catering as needed for the Advisory Council on Education Abroad meetings, weekly leadership meetings and any other committee/group meetings for the center as requested by leadership
Travel Support & Assistance
Arrange domestic and international travel for the Assistant Dean for Global Learning and Innovation, which includes preparing itineraries and processing and reconciling travel authorizations
Provide travel support and assistance to members of the leadership team as requested
Assist the finance office with processing international travel receipts for staff as needed
Process and reconcile travel authorizations for staff as needed
Reception Assistance & Student Services
In coordination with the office manager, make arrangements for hosting external guests visiting the center when needed
Provide reception services including receiving calls, taking messages, routing correspondence, and receiving visitors
Complete other administrative duties as requested by leadership
Education Abroad Operations Support
Assist with special project coordination as assigned
Assist with Education Abroad course enrollment through communication with program coordinators, reviewing student’s ViaTRM applications and sending individualized enrollment requests to the Registrar’s Office
Prepare EA students’ international entry documents and coordinate their collection by students in the office and send electronic immigration documents to students for other programs
Communicate with students and families to assist with their EA applications or answer scholarship questions
Enroll EA students in the US Department of State’s STEP program.
Serve as the Visual Compliance point person for the center which includes sending all potential partner institutions, collaborating international companies/vendors, international visitors, etc. through restricted party screening to ensure US governmental regulation compliance
Professional Development (5%)
Contribute to the profession of global learning, which may include attending and/or assisting with regional, national and international conferences each year as necessary/appropriate/fiscally feasible
Contribute to the field of global learning, which may include producing and/or assisting with scholarly publications, conducting outcomes assessment research, etc.
Minimum Requirements
Knowledge normally acquired through a high school education; five to eight years of related work experience providing administrative assistance including calendar support, event/meeting coordination, word processing, editing, composing correspondence, spreadsheet and database software; or an equivalent combination of education and experience.
Desired Qualifications
Knowledge normally acquired by completing a college-level education
Three years of experience as an executive assistant within a higher education or corporate context
Excellent knowledge of MS Office, strong computer and internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, students, outside clients, and vendors.
Ability to provide a high level of professionalism, discretion and confidentiality
High level verbal and written communications skills
Exemplary planning, organization, and time management skills
Ability to work independently and manage multiple tasks simultaneously
Experience in international education, particularly education abroad
Proficiency in a language other than English
Knowledge of general University policies and procedures
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials
Resume and cover letter
Work Hours
STANDARD 8-5
Website
https://educationabroad.isp.msu.edu/
Remote Work Statement
MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.
Bidding eligibility ends June 3, 2025 at 11:55 P.M.Show more
Title: Library Administrative Assistant
Company: CITY OF CHICKASHA
Location: Chickasha, OK
