What are the responsibilities and job description for the Coordinator, Global USA Support Services - 003513 position at University of South Alabama?
Minimum Qualifications
High school diploma or equivalent and four years of directly related experience in a higher education setting. An equivalent combination of education and experience may be considered.
Preferred Qualifications
Job Description Summary
The University of South Alabama’s Global USA Associate Vice President’s Office is seeking to hire a Coordinator, Global USA Support Services. Interested candidates should apply to be considered.
Essential Functions
These are the job duties required of the position.
Essential Functions
- Provides support for the entire Global USA division, the Associate Vice President for Global Engagement, Management of the AVP office and supports the Office of Global Outreach and Recruitment.
- Handles all personnel action forms and EPAFs, maintains personnel files, reviews and approves invoices, reviews all Concur travel and expense reports, reviews and tracks budgets for all departments, maintains multiple calendars for the division and has access to all director calendars.
- Verifies all bi-weekly and monthly time reports for accuracy and maintains all division employee evaluations and assists directors with evaluation timelines.
- Monitors and answers emails on the Global USA division account and the Global USA Verification account.
- Serves as Designated School Officer (DSO) for Immigration as backup for signing international student travel documents.
- Manages the certification on non-traditional course for sponsored international students; creates the verification for each student, updates “percent online” for blended course, maintains contact with embassies about verification, creates and sends letters to the embassies as needed, maintains a list of verification sent on the secure drive.
- Serves as secretary and point of contact for Leadership Team and Global USA Advisory Board meetings by recording and distributing the notes to all members of the team, as well as arrange the venue and agenda for the meetings.
- Serves as the yearly bulletin contact for the division and responsible for distributing the current bulletin and corresponding authorization forms to each director and assures the updates are correct and submitted in a timely manner.
- Schedules meetings and manage the calendar of the Associate Vice President.
- Drafts and sends correspondence of all types and responsible for coordinating staff searches.
- Uses Concur to create travel requests for the AVP, makes travel arrangements, expenses travel when completed and creates procurement reports for any purchases.
- Arranges and coordinates the agenda and arrangements for both domestic and international visitors.
- Assists in the creation of multiple international Memorandum of Understanding (MOUs) which includes contacting the institution, sending a general MOU, creating files (digital and physical), entering the MOU in the University’s tracking system.
- Updates the master sheet MOUs with the Office of International Education and responsible for arranging singing ceremonies as needed with the President and/or Provost’s Offices;
- Hires, trains, schedules and supervises 3-5 student workers and one graduate assistant.
- Maintains and orders supplies, receives and distributes mail, tracks the monthly expenditures of the office and runs Banner reports to review and reconcile the expenditures.
- Prepares Concur invoices, wire transfers, requisitions, etc., as needed and responsible for the securing and storage of files and keeps employee contact list updated.
- Serves as primary contact for Global USA Outreach in the absence of the Director or Interim Director.
- Maintains all calendars and schedules meetings as needed and reviews Concur travel requests and expenses for the international recruiters.
- Runs student and financial reports as needed, prepares all wire transfers invoices and other financial paperwork.
- Maintains monthly expenditure worksheet and reconciles expenditures with Banner, creates Concur procurement reports for all travelers, orders supplies as needed and does research on agencies, trips and locations for recruitment.
- Prepares agent agreements, acquires signatures, enters agreements into the University’s tracking system and send completed agreements to the agencies.
- Creates and updates both digital and physical files on each agency.
- Tracks students sent by each agency, confirms which students are registered and have paid their tuition by working with student accounting.
- Calculates commissions based on each agency’s agreements and works with the agency to create an invoice for their commission.
- Regular and prompt attendance.
- Ability to work schedule as defined and overtime as required.
- Related duties as required.
Posting Information
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
04/17/2025
Job Close Date
Open Until Filled
Yes
Special Instructions to Applicants
Working Days
Monday - Friday
Working Hours
8:00 a.m. - 5:00 p.m.
Job Location
Main Campus
Full-time or Part-Time
Full Time
Regular or Temporary
Regular
