INTENSIVE ENGLISH PROGRAM - Admin Asst Intsv Eng Prog CIEP

Job Classification

  Hourly Half-time (20-29)

Position summary

Our administrative assistant will oversee all general operations for the Center for Intensive English office. Working under the direct supervision of the Director, this position provides organizational support and is responsible for a wide variety of tasks. This is a busy office with a lot of interruptions and distractions. The ideal candidate will be able to thrive in this type of environment, maintaining a calm demeanor while also being strategic in personal time-management and office process improvements.
 

Qualifications summary

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed (full description) are representative of the knowledge, skill and/or ability required. Reasonable accomodations may be made to enable individuals with disabilities to perform the essential functions.  Please see full position description for required qualifications.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

• Provide a warm, welcoming atmosphere to the department


• Maintain a professional appearance and demeanor


• Receive visitors and answer phone


• Answer questions via phone or e-mail about our programs


• Order books and desk copies at request of Director


• Update class schedule and other office forms as needed


• Change or make classroom reservations when/if needed


• TOEFL: take reservations, order supplies, administer and score TOEFL test


• Send memos to the appropriate departments when a student completes the program


• Handle the petty cash box and keep record of it, as well as tracking other income and expenses


• Purchase supplies for office and Department reception area


• Work in conjunction with Department of English personnel


• Process applications


• Work with admissions, international student services, student financial services as needed


• Set up tutorial classes according to the need


• May require payment book keeping between student and tutor


• Maintain and/or create student record files


• Include grades, test scores, other documents related to particular student

Action America-Short Term Summer Intensives
(Will involve extra hours during the week and on the weekends)
Collaborate with the following departments to insure a successful program:

• Transportation: Arrange transportation from/to airport for participants


• Housing: Reserve rooms for male, female participants and sponsors


• Dining Services: Arrange for meals as needed


• Guest Services: Arrange for orientation session

Supervisory responsibilities

Possible supervision of a 1 or 2 student employees as office workers and support staff for special needs students.  Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.  Responsibilities may include planning, assigning and directing work; addressing complaints and resolving problems.

Qualifications

• 
  High school diploma required/some college preferred. Experience in customer relations preferred
  


• Should be proficient in Microsoft Office, especially Word, Excel, and Access


• Basic accounting skills and knowledge of money handling procedures


• Trip planning skills


• Good phone presence


• Must have a nurturing attitude toward international students


• Bilingual ability (i.e. English and Spanish or English and Korean) desirable

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• Should be proficient in Microsoft Office, especially Word, Excel, and Access

Interpersonal interactions

Provide a warm, welcoming atmosphere to the department and must have a nurturing attitude toward international students.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand and walk.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accomodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.