Assistant Director, OIE Operations

Job Description Summary:

The OIE Assistant Director, OIE Operations is responsible for ensuring the smooth, daily operations of core administrative functions of a fast paced international office including front line services and infrastructure in support of the director and advisors. The Assistant Director leads the day-to-day operation of the office. The Assistant Director is responsible for managing and improving the overall efficiency of OIE office functions and capably managing several core functional areas: including (1) supervising the OIE Front Desk Managers, student employees, temporary Office Assistant(s) coordinating office support efforts and initiatives of the International Programming Coordinator (2) managing OIE's business affairs and financial matters, including administrative and financial functions related to study abroad, (3) leading the development of online programming and communication efforts in support of providing excellent customer service and efficient business practices, and (4) other administrative and special projects as assigned. The ideal candidate has experience in operations management and communications expertise, is a critical thinker and problem-solver, is organized and self-motivated and enjoys a variety of administrative and financial tasks in an international education setting. The person in this position is expected to proactively seek solutions to problems and implement administrative and process improvements. The ability to pay close attention to detail, accurately enter data and consistently maintain data integrity; ability to anticipate or recognize and solve problems; ability to remain calm during difficult situations, set and meet deadlines, prioritize work, multi-task and work with frequent interruptions are required.

The position has access to protected information under FERPA as well as access to student/scholar financial information.

The hiring department is especially interested in qualified candidates 1) who have experience working with foreign students/scholars, especially with respect to issuance of visa documents and 2) who can contribute, through their work/life experiences to the diversity and excellence of the academic community and our engagement with a multicultural student body.

Education

• Bachelor's degree or equivalent required, preferably in the fields of Business or Business Administration or Communications

Work Experience

• 1-3 years in business administration, finance or operations management, preferably in higher education with an emphasis on international education.
• Experience living and/or working abroad is preferred.

Responsibilities

• OIE communication and programming support: development and implementation of online training programs, resources and information; oversight of routine and specialized messaging to students, scholars and departments; coordination with OIE staff to update messaging and information resources on the OIE website and in eForms, all in support of communicating complex information efficiently and effectively.
• Supervision of students and staff: oversee office operations including supervision of front desk staffing, providing training and oversight to meet and manage demands of a busy reception area
• Financial/business manage and Director support: Oracle transactions and providing administrative support, as necessary; attend Business Manager meetings and relay information, internal insurance reporting and development of office policies and procedures combined with communication of institutional policies and procedures, along with projects as assigned
• Study abroad support: oversee sponsored study abroad accounting, including oversight of financial aspects of Tartans Abroad Fund and sponsored study abroad financial documentation
• Office operations: oversee office operations including office supplies, equipment and maintenance issues and trouble-shooting
• Professional development and other duties as assigned in service to OIE and the broader Carnegie Mellon community through committee work, etc.

Qualifications

• Bachelor's degree required, preferably in business, communications or related fields
• Minimum 1-3 years of relevant financial or operations management experience
• Prior experience in a higher education environment and prior experience managing or leading administrative staff preferred
• Experience using various software, technology and tools for databases, websites and organization/planning is highly desirable
• Experience living and/or working abroad is preferred
• Prior experience working with foreign students/scholars and US immigration regulations is helpful
• US citizenship or permanent residence is required.

Location

Job Function

Position Type

Full Time/Part time

Pay Basis

More Information: