Reports to: Senior Director, International Enrollment Management & Student/Scholar Services (IEM-ISS)
Updated: December, 2016
As part of the Leadership and Professional Development Services (LPDS) department of NAFSA, the ISSS/IEM unit serves as a comprehensive source of knowledge and skills for those professionals working with incoming international students and scholars including recruitment, admissions, enrollment, advising, student services, and retention.
The Senior Coordinator will provide administrative staff support to the five staff members of the department and to the NAFSA volunteer leader groups for the Knowledge Community for International Students and Scholars (KC ISSS), the Knowledge Community for International Enrollment Management (KC IEM) and the International Student & Scholar Regulatory Practice (ISS- RP) Committee.
The ideal candidate will have at least five years of work experience in an administrative support role, a demonstrated track record of success in a team-oriented environment, and a committed work ethic. The candidate will be creative and a problem solver with strong communication, organizational and interpersonal skills.
Major Functions and Responsibilities
- Manage the administrative support for the IEM/ISSS Department. (20%)
- Supports Sr. Director with budget: maintains accurate accounting and answers staff questions in Sr. Director’s absence.
- Manages content, timelines, researches possible presenters, and creates initial communication with presenters for NAFSA events as applicable.
- Assists in promotion of IEM-ISSS related products/services including Adviser’s Manual, virtual events, workshops, publications and resources.
- Assists in reviewing and editing IEM-ISSS related publications.
- Monitors department inboxes.
- Coordinates pre-conference communication with the volunteer leaders.
- Prepares and distributes print, electronic, and Web-based materials.
- Supports volunteer leaders and staff by creating agendas, taking notes, preparing Microsoft PowerPoint, and providing other assistance for meetings.
- Travels and attends meetings, as necessary.
- Maintains and updates coordinator manual.
- Facilitate the ISSS/IEM unit’s work related to member leader groups. (20%)
- Manages all aspects of meeting support for annual RegBud virtual training and planning meetings: communication with participants, works closely with Conference staff regarding catering and logistics.
- Manages travel arrangements and reimbursements for RegBud service center visits.
- Manages access to NAFSA workspaces for IEM/ISS leaders.
- Schedules conference calls, maintains databases and filing systems related to member leader groups.
- Manage technical aspects of IEM/ISS Services and Products. (25%)
- Manages virtual meeting support with Adobe Connect for leader meetings and virtual events including Government Connection and Town Hall which includes the registration process, communication with customers and presenters, and running the platform during the event.
- Facilitates administrative and technical support for government officials to virtually participate at the Annual Conference.
- Trains volunteer leaders and members on use of IssueNet and trouble-shoots when necessary.
- Compiles and distributes Report an Issue submissions to volunteer leaders on a weekly basis.
- Makes recommendations for updates/upgrades to IssueNet for ease of use.
- Pulls data from iMIS for marketing and research purposes related to IEM/ISSS products and services
- Monitors and updates knowledge community-generated information on discussion forums and networks.
- Support staff for Adviser’s Manual (25%)
- Uses iMIS database, MSAccess database, telephone, and email to:
- Provide customer service related to purchasing, renewing, transferring, and managing a license
- Address access problems or technical issues
- Respond to requests for data on sales and customer service trends
- Manage complimentary licenses for NAFSA Regbuds, Immigration Law Firm Global Partners, and Regional Conference license winners.
- Consults with Director of Immigration Practice Resources to develop customer-centered responses to unique customer service situations or needs.
- Maintains content on Adviser’s Manual-specific procedures in NAFSA administrative guides.
- Serves as administrative contact on Adviser’s Manual issues with NAFSA’s publications fulfillment contractor BrightKey and with internal NAFSA units such as accounting, database services, web services, member services, and training services.
- Assists Director of Immigration Practice Resources with basic editing and research for the Adviser’s Manual.
- Complete additional objectives as assigned by the supervisor. (10%)
- Research topical areas for Senior Director.
- Assist Deputy Executive Director on projects as needed.
Scope of Supervision
The ISSS/IEM coordinator, under the direction of the supervisor, may train and provide assignments to temporary hires or interns. The coordinator does not supervise staff.
The coordinator maintains a consistent level of excellent customer service to customers, members, leaders, and NAFSA staff. With minimal direction, the coordinator will exhibit strong time management skills and the ability to handle multiple assignments to meet department deadlines.
As representatives of a membership organization with a broad and diverse range of activities related to education and training, NAFSA staff possess more than simply specialized capabilities. Each individual is expected to take the initiative to become knowledgeable about the organization as a whole. Association members and other staff expect colleagues to be accessible and responsive, to convey a positive attitude, and to exhibit a high degree of professionalism.
The NAFSA workday is 9:00 a.m. to 5:00 p.m.; during the summer, it is 8:30 a.m. to 5:30 p.m., Mon.-Thurs., and 9:00 a.m. to 12:00 p.m. on Friday. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, as well as to work occasional weekends and evenings to support meetings are job requirements.
Skills and Background Required
- Bachelor’s degree or equivalent.
- Minimum of five years of work experience.
- Diplomatic approach and “can do” attitude with sound judgment.
- Time management skills and the ability to handle multiple assignments
- Advanced internet research skills, proficient with the Microsoft Office suite.
- Comprehension and problem solving skills with an emphasis on verbal, written, and interpersonal communication skills.
- Strong organizational skills with attention to detail.
- Open to learning new skills/software applications.
- Experience working in an international education office or with NAFSA.
- Experience in project coordination and event planning.
NAFSA: Association of International Educators is an affirmative action, equal opportunity employer.