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Executive Assistant to the Executive Director of International Programs

LOCATION: 51³Ô¹ÏÍøÊÓƵ Baptist University (WBU) – Remote

SUPERVISED BY: Executive Director of International Programs

POSITION CLASSIFICATION: Exempt

POSITIONS SUPERVISED BY: Executive Director of International Programs

MINIMUM QUALIFICATIONS:
Education: High School Diploma, GED

General Summary: Executive Administrative Assistant to the Executive Director of International Programs at 51³Ô¹ÏÍøÊÓƵ Baptist University Lubbock Campus plays a vital role in maintaining a high standard of administrative support and academic coordination. The incumbent will provide essential administrative assistance to the Executive Director of International Programs while also assisting the Executive Director to collaborate with senior administrators and other employees across all 51³Ô¹ÏÍøÊÓƵ campuses, schools and units concerning the identification, implementation, and performance of international program operations.

Key Responsibilities:
1. Meeting and Appointment Coordination: Knows and maintains an online calendar of deadlines and manages multiple schedules.
2. Main Campus/International Partners Coordination: Communicate with main campus counterparts on behalf of the Executive Director.
3. Preparing EFQ documents for instructor approvals: Including but not limited to HR documentation, gathering of transcripts, preparing of EFQ for Executive Director approval. Submitting EFQ’s for Executive Director signature, following up on EFQ approvals with the Administrative Assistant to the VP of Academic Affairs.
4. International/Domestic Travel: Support the Executive Director in international travel, assisting in travel arrangements, and possible international travel to developed and developing countries. May be required to travel internationally. May also be responsible for booking travel for faculty and staff, hotel and airlines when necessary.
5. Administrative Support: Assist with various office tasks including written correspondence.
6. Marketing and Recruitment: Assist the Executive Director with the marketing of international program operations.
7. Professional Communication: Answer phone calls and/or emails in a professional manner and direct inquiries to appropriate staff members, ensuring excellent customer service.
8. Requisitions: Process all Executive Director of International Programs expense requisitions.
9. Contracts: Issues all contracts for faculty that teach in the International Programs.
10. Supervises: Supervises all residencies that the Director of International Program Operations cannot attend. Will supervise all residency site coordinators and the International Communications Coordinator position. This includes hiring, contracting and firing if needed.
11. Coordinates: All International student events in Plainview and external campuses.
12. Research: Research various cities or countries as requested to help the Executive Director understand the area when visiting. Also, do research on various visas that potential students may need.
13. Travel and Immunization Advisories: Must stay current on US Department of State travel advisories and necessary immunizations that could affect travel to certain areas. May need to travel to certain residencies in San Antonio, Phoenix, or Irving when needed.
14. Shots and Immunizations: Must be willing to receive necessary immunizations and medication needed for international travel.
15. Designated School Official: Will serve as a DSO for the university, helping to complete required forms for International Students as needed as a backup.
16. Other duties as assigned: Assigned to other duties as directed by the Executive Director of International Programs.

Note: The list above is not exhaustive. The executive director of international program operations may require the employee to be assigned additional tasks.

Experience: Customer service experience in a professional office setting.

Skills and Competencies:
1. Excellent customer service skills with a professional demeanor.
2. Strong administrative and organizational skills.
3. Ability to manage multiple tasks effectively.
4. Commitment to the university's mission and values.
5. Desktop software (i.e., Microsoft Office Suite), PowerCampus, Perceptive Content, SUNAPSIS, Zoom, WhatsApp, and Blackboard.
6. Effective verbal and written communication skills, including active listening.
7. Detail-oriented with excellent organizational capabilities.
8. Familiarity with personnel policies and procedures.
9. Prioritization skills with flexibility for extended hours.
10. Team player with strong collaboration abilities.
11. Possess a current passport.

CONDITIONS OF EMPLOYMENT:
Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Employee must be able and willing to travel and teach at external campuses. Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.

51³Ô¹ÏÍøÊÓƵ Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.

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