Administrative Assistant, Center for Global Programs & Studies

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Provides administrative support for the Center for Global Programs & Studies and ensures outstanding, responsive customer service. The Administrative Assistant is the first point of reception for all constituents visiting, calling, making inquiries to the Center, and coordinates the workflow in our high-volume office environment.

Job Description

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions:
 

• Provides primary administrative support for the Center for Global Programs & Studies (GPS). Greets all visitors upon entry, determines needs, and directs accordingly.
• Answers main telephone line to respond to inquiries, direct calls, and prioritize constituent needs.
• Maintains calendars, schedules appointments and meetings for the study abroad advising team and GPS leadership.
• Processes a high-volume of incoming materials related to study abroad and global programs. Responsibilities include data entry, document verification, filing, scanning, copying, general mailings, etc.
• Responds to daily, general inquiries received via GPS office email accounts.
• Schedules reservations for GPS conference room and other meeting spaces, provides set-up prior to meetings, and completes basic cleaning/straightening before and after meetings.
• Manages inventory of GPS office supplies and maintains organization of supply areas, reception, and common spaces.
• Improves office systems to ensure efficient operations and delivery of outstanding customer service to all constituents.
• Assists with international travel forms for university constituents (faculty, staff, students). Process forms, enter data, communicate frequently with constituents regarding follow-up steps, etc.
• Assists with logistics and planning for departmental meetings and events.
• Other duties as assigned.

Required Education, Knowledge, Skills, Abilities:

• Associate’s degree plus three to five years of related administrative experience, or an equivalent combination of education & experience.
• Knowledge of superior customer service standards, with the ability to maintain composure & effectiveness when faced with difficult situations.
• Ability to prioritize duties in a fast-paced professional environment.
• Ability to work efficiently and effectively to organize information and maintain attention to detail.
• Excellent verbal and written communication skills in person, via email, and by phone.
• Technological proficiency with web-based software applications (e.g. Google Workspace, Microsoft Suite, Adobe Creative Cloud).
• Demonstrated ability to acquire knowledge of new systems and web-based software solutions in a short period of time. The person in this position will coordinate materials and workflow in software solutions specific to study abroad advising and international travel procedures.
• Demonstrated capacity to develop & maintain effective working relationships with constituents reflecting a broad range of identities, perspectives, and experiences.
• Ability to maintain knowledge on changing regulations, requirements, and procedures across the department and related entities.
• Ability to work on multiple projects simultaneously and meet deadlines.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree.
• Experience working with college students, in an educational context.
• Experience working with students and individuals from different cultural backgrounds.
• Proficiency using software applications: Workday, Terra Dotta, WordPress, Canva.
• International travel experience.
• Notary Public.

Accountabilities:

• Responsible for own work. May assist in providing direction and problem-solving assistance for student workers.

Physical Requirements:

• Sedentary work primarily involves sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions:

• No environmental conditions.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.