Admin Assistant, Off-Campus Programs & Service Learning

Description:

This is a full-time position (40 hours per week) that supports the mission of advancing service, leadership and reconciliation, as informed by the University’s mission, through the work of local and global engagement. 

Responsibilities include:

• Support daily operations of the Agape Center and staff
• Foster a welcoming and productive work environment in the Agape Center
• Supervise 2-4 administrative student workers
• Support the planning and execution of departmental events and programs
• Work closely with the directors to manage the Agape Center budgets
• Provide administrative assistance in all aspects of off-campus programming including faculty proposals, loading, training, and student applications and approvals
• Assist with Service Day planning and execution
• Utilize the Agape Center’s travel software system to help manage/track all aspects of off-campus service/study applications, approvals, agreements and risk
• Maintain accurate records of student participation in service programs
• Manage the Agape Center website to maintain clear and accurate communication of programs, events, and resources relevant to all stakeholders

Primary Duties

1. Perform receptionist duties including fielding and directing inquiries to appropriate staff and responding to questions concerning Agape Center activities and services. Screen and route internal and external communication.
2. Provide administrative support to Agape Center staff, including scheduling meetings and appointments, coordinating administrative travel, providing event and program support, and reconciling credit card transactions. 
3. Foster a welcoming and productive work environment. 
4. Assist in the coordination of Service-Learning & Community Engagement programming and services such as International Friendsgiving, Service Day, Celebration of Service, Clearance Night, Passing the Torch, MLK Day of Service, Leadership Training Week, etc. 
5. Manage data input and monitoring for all institutional international travel through the travel software, Terra Dotta; assist in following up with students and faculty for needed information.
6. Support Off-Campus Programs with managing institutional travel proposals and approvals, and in coordinating international travel insurance for employees and students; assist director with risk assessment and monitoring.
7. Design and maintain office informational resources such as brochures, display boards, and flyers; maintain and update website as needed.
8. Assist Off-Campus Programs with maintaining up-to-date manuals each semester (International Travel Manual, Educator’s Guide to Cross-Cultural Courses, Off-Campus Student Handbook, Off-Campus Programs Advisory Committee Manual, International Risk Management Committee Manual). 
9. Coordinate and execute Passport Service Days on campus with the Cumberland County Prothonotary’s office each semester. 
10. Assist directors with managing budgets and grants.
11. Supervise neatness and order of Agape Center common spaces, storage areas and supply cabinets. Order departmental supplies and handle requests for supplies as needed.
12. Take minutes at committee meetings as requested, and at departmental meetings. Maintain archive of minutes and attachments for departmental meetings and for specific committees as assigned. 
13. Assist in recruiting, application management, training and supervising student workers; monitor and approve time sheets. 
14. Respond to student questions regarding programs, opportunities, and clearances through the Agape Center.
15. Maintain consistent and reliable attendance.

Secondary Duties

1. Other duties as assigned.

Critical Operating Practices:

This position requires the following of the incumbent:

• Consistent demonstration of the highest standards of personal integrity
• A commitment to cultural intelligence and developing strong inter-cultural engagement skills
• Productive efforts toward the achievement of department goals and the University’s strategic plan
• Consistent engagement in the communication process, actively seeking to make sure that priorities and initiatives, as well as changes are communicated abundantly
• Consistent efforts to foster a work environment that is rooted in Christian values
• Integration of Christian faith into daily work

Compliance

Employees must comply with the use of Personal Protective Equipment (PPE) which includes, but is not limited to, safety glasses, chemical splash goggles, protective footwear, gloves (mechanical, chemical resistant, electrical, cut-resistant), face shields, hearing protection, protective clothing, etc. Requirements for use of PPE are communicated in the Safety Manual, Section 25; by supervision; in area safety rules; in machine and process procedures; and by posted signage. In addition, if a task exists with an inherent potential hazard but the use of PPE has not been identified, employees are encouraged to use the appropriate PPE to protect against the hazard.

Education Required

High School diploma or equivalent

Education Preferred

Bachelor's degree

Experience Required

1 – 2 years administrative experience

Experience Preferred

Event planning is a plus

Experience in higher education or community engagement programs is preferred

Experience with travel management software (Terra Dotta) is advantageous

Skills, Characteristics Required

• Office management skills and a passion for hospitality
• Excellent interpersonal relations skills
• Strong organizational skills with attention to detail, ability to effectively manage and prioritize multiple demands and to work independently
• Advanced written and verbal communication skills
• Ability to work well with diverse constituency, both on and off-campus audiences
• Ability to effectively support and interact with students
• Proficient in Microsoft Office and social media platforms

Special Working Conditions

Requires a valid PA driver’s license as driving is necessary to assist with select off campus programs (i.e. Fall training, staff retreats, etc.); varied work hours depending on meeting schedules/campus events.

Driving Requirements

Requires a valid US/PA drivers license