International Department Coordinator

The International Department Coordinator provides administrative and operational support to Office of International Students & Scholars (OISS) professional staff and international students and scholars. This position is responsible for the department's major administrative functions, including budgeting, accounting, and office workflow management.

The International Department Coordinator serves as the lead front-line contact for routine inquiries and requests from all walk-in visitors and phone calls, referring more complex issues to higher-level staff.

This position requires excellent communication and organizational skills, knowledge of OISS policies and procedures, and general immigration knowledge to handle a broad range of inquiries.

The ideal International Department Coordinator is someone who has proven experience working in a fast-paced, ever-changing, high-volume environment and is prepared to navigate the nuances of individuals' needs with efficiency, accuracy, and empathy. This individual will also be a key contact for navigating the financial and administrative campus software systems.

Special Instructions to Applicants: All interested applicants should attach a cover letter and resume in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

Workplace Requirements

This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. A one-daywork-from-home schedule will be allowed after completing the six-month probationary period. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

This is a full-time, benefits-eligible position, and the hourly rate is $21.50 per hour. Non-Exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements

• Associate's degree
• 3 years of related experience in an office setting as an administrative assistant
  • In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis.

Skills:

• Advanced computer skills and demonstrated experience with office software and email applications
• Proven success in following through on and completing projects
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize, multitask, and assign work to others
• Ability to take initiative and ownership of projects
• Ability to routinely and independently exercise sound judgment when making decisions

Preferences

• Experience in an academic or research environment
• Experience working with foreign nationals in a college or university setting
• Experience working in an international or intercultural environment
• Ability to speak a foreign language fluently
• Proficiency in Microsoft Office software and other database programs

Essential Functions

• Acts on behalf of the unit, functional area, or department head to establish priorities and identify and resolve administrative issues
• Researches and/or writes background information for meetings
• Participates in meetings on the supervisor's behalf, as needed
• Oversees the coordination of complex conferences, seminars, and events
• Composes documents for presentations, conferences, and reports; performs substantial research, editing, and fact-checking
• Creates complex reports and spreadsheets
• Makes recommendations based on reports
• Oversees and processes a variety of complex financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies
• May assist with capital or special equipment requests and/or vendor selection
• Manages procurement-related issues and processing
• Coordinates complex office moves
• Plans and coordinates routine remodeling and renovation projects
• Analyzes and reviews materials and extracts pertinent information for briefing purposes
• Guides and trains student workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness
• Performs other duties as assigned

Additional Functions

• Provides office support by answering phones, scheduling appointments, and responding to inquiries from walk-in visitors
• Assists with the initial and ongoing orientation of newly arrived students and scholars, providing preliminary immigration guidance and procedural information to students, scholars, and departments
• Exercises sound judgment regarding emergencies or critical issues involving international students and scholars
• Coordinates with the other International Department Coordinator on all administrative, compliance, and office support functions
• Inputs, tracks, and monitors records in ISSM (visa management system)

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please contact Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.