Office Administrator, Center for Global Programs and 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

The Office Administrator supports the Center for Global Programs and Studies (GPS) by coordinating day-to-day operations and providing comprehensive administrative support. Working both independently and under indirect supervision, the position oversees office activities, plans meetings and events, evaluates procedures to improve efficiency, and serves as a primary point of contact and liaison with internal and external constituencies.

Job Description

Essential Functions:

      

• Provides general administrative support to the GPS Directors, including scheduling meetings and appointments and managing correspondence.
• Demonstrates excellent communication skills with constituents using appropriate professional decorum in person, by phone, and via email).
• Maintains the university’s international travel forms processes and procedures and associated travel tracking database (i.e., Crisis24 Horizon) for all faculty, staff and students; processes forms, enters data, communicates frequently with constituents regarding follow-up steps, conducts information sessions for individual or group travelers, purchases international health insurance for all University travelers.
• Reviews and maintains regular compliance reports to ensure adherence to the University’s international travel policy, including weekly monitoring of Workday transaction reports to confirm completion of required international travel forms
• Assists with the visa application procedures for students enrolled in WFU study abroad programs. Serves as the primary point of contact for the faculty visa process, including the preparation of documents and providing guidance to program personnel and faculty.
• Improves and enhances office systems to ensure efficient operations and delivery of outstanding customer service.
• Provides front office reception duties as needed (i.e., answers and screens phone calls, greets visitors and directs needs accordingly, schedules appointments for GPS staff).
• Maintains office resources and supplies to ensure materials are organized and available at all times for smooth office operations.
• Coordinates logistics and planning for departmental meetings and events.
• Arrange travel for departmental guests, visitors, and candidates; coordinates related logistics.  
• Drafts, edits, and maintains departmental forms, materials, publications, and website.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree or an equivalent combination of education and experience with a minimum of five years of related and progressively more responsible or expansive University work experience.
• Knowledge of superior customer service standards, with the ability to project a cooperative and professional demeanor when working with a wide range of individuals and constituencies in a diverse community.
• Ability to maintain composure and effectiveness when interacting with people in difficult situations.
• Ability to work efficiently and effectively to organize information and maintain attention to detail.
• Excellent verbal and written communication skills in person, email, and by phone; strong interpersonal skills.
• Ability to maintain knowledge on changing visa regulations, requirements, and procedures.
• Proficiency using computer applications (i.e., Google Applications, internet browser, Microsoft Suite).
• Demonstrated ability to learn and utilize new web-based software solutions in a short period of time.
• Ability to prioritize duties in a multi-tasking environment and meet deadlines.

Preferred Education, Knowledge, Skills, Abilities:

• Notary Public
• Proficiency using Workday, WordPress and Terra Dotta software solutions.
• Experience working with college students, in an educational context.
• Experience working with students and individuals from different cultural backgrounds.
• International travel experience.

Accountabilities:

• Responsible for own work.
• May include supervisory responsibilities 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.