Admininistrative Assistant
UNC Charlotte
Full-Time
Closes on Sunday, January 31, 2027
Job Description
Position Title: Administrative AssistantPosition Number: 1339Department: Charlotte Global
ADMINISTRATIVE ASSISTANT
General Scope of Position:
The International Student and Scholar Office (ISSO) Administrative Assistant serves as the frontline point of contact for UNC Charlotte’s international student and scholar population. The Administrative Assistant maintains the front desk operation, which includes welcoming and directing walk-in traffic, managing office communication (phone, e-mail, website) and supervising student employees. The Administrative Assistant reports to the Associate Director of the International Student and Scholar Office (ISSO).
Essential Duties and Responsibilities: The general duties are listed below; however; items may be added, deleted and re-assigned based on management discretion and office needs.
The successful candidate will:
- Assist in the daily operations of the International Student and Scholar Office
- Manage front desk operation
- Perform basic reception and customer service functions to include directing walk-ins, answering the phone, managing office email accounts, and overseeing information distribution.
- Demonstrate high-levels of professional responsibility including attention to detail and timely responses to inquiries
- Assist in organizing and maintaining students’ files and records using physical and electronic materials (Banner, the ISSO Portal, Sunapsis, and SEVIS)
- Triage all ISSO inquiries and requests and answer general questions.
- Provide referral services to on or off-campus resources
- Review and process newly admitted students’ financial documents in SoftDocs
- Work with university departments and the Graduate School to confirm student funding
- Brief the staff regarding any emerging issues of concern and patterns in the front office
- Uploads issued initial I-20s to Sunapsis
- Process student requests for Travel Endorsements and upload issued I-20s in Sunapsis
- Process deferred students in Sunapsis, issue corresponding I-20s and upload in Sunapsis.
- Processes student requests for employment letters when employed by campus food services and upload new employment letters to Sunapsis
- Administrative tasks to include record keeping and data entry.
- Perform basic reporting, budgeting, information management and process deposits to the Cashier’s Office on behalf of the ISSO
- Process P-Card reconciliations and travel forms through Concur
- Facilitate the purchasing and sale of tax preparation codes to students, scholars and faculty each year
- Hire, train, and supervise student workers
- Provide direct support to the staff in scheduling appointments, coordinating meetings, arranging programs and events, etc.
- Organize room reservations and catering services for various events
- Post and maintain office social media accounts
- Create and facilitate promotional materials for events
- Update and maintain the ISSO’s websites.
- Associate’s degree, with training in clerical office skills, plus 2 years related experience
- Previous experience with range of administrative and clerical tasks to include record keeping and data entry
- Ability to work with accuracy amidst constant interruption
- Must be customer service oriented
- Ability to handle culturally sensitive situations, especially with international students in instances where English is not their first language
- Must be highly organized and detail oriented
- Ability to prioritize projects and handle time-sensitive processes
- Ability to efficiently manage his/her own time well
- Ability to maintain confidentiality of information
- Ability to review documents quickly and accurately
- Excellent oral and written skills
- Computer literacy and proficiency to include Microsoft Office, email management, spreadsheets and databases.
- Ability and willingness to occasionally work a flexible schedule to include evenings and weekends
- Ability to function autonomously and as part of a team