Job Description:

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

Position Summary

The International Department Coordinator plays a key role in providing essential administrative and operational support to the Office of International Students and Scholars (OISS), serving both the professional staff and the international students and scholars. This position oversees crucial administrative functions such as budgeting, accounting, and office workflow management, ensuring the department runs smoothly and efficiently.

As the lead front-line person, the coordinator handles routine inquiries from walk-in visitors and phone calls while directing more complex issues to appropriate staff members for resolution.

Success in this role requires exceptional communication and organizational skills, a solid understanding of OISS policies and procedures, and a working knowledge of immigration processes to effectively address a wide range of inquiries.

The ideal International Department Coordinator thrives in a fast-paced, dynamic, and high-volume environment, demonstrating proven experience, and is prepared to navigate the nuances of an individual's need with efficiency, accuracy, and empathy. This individual excels at understanding and addressing the unique needs of international students and scholars, providing them with seamless support.

Additionally, the coordinator will serve as a key contact for navigating and utilizing the new campus financial and administrative software system, ensuring smooth transitions and effective use of the platform.

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-day work-from-home schedule will be allowed after completing the 6-month probationary period. Per Rice policy 440 , work arrangements may be subject to change.

This is a full-time, benefits-eligible position with a hiring hourly pay of $21.50, contingent upon qualifications and experience. *Non-exempt (hourly) positions under FLSA are eligible for overtime.

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, on an equivalent year for year basis may be substituted
  
  
• 
  Skills
  
  
  • Advanced computer skills and demonstrated experience with office software and email applications
  • Proven success in following through 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, multi-task, and assign work to others
  • Ability to take initiative and ownership of projects
  • Ability to routinely and independently exercise sound judgment in 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/intercultural environment
• Ability to speak a foreign language fluently
• Proficiency in MS 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 problems that are administrative in nature
• 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 renovations
• Analyzes and reviews material 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, setting appointments, responding to inquiries of walk-ins
• Assists with initial and continuing orientation of newly arrived students and scholars, providing preliminary immigration guidance and procedural information to students, scholars, and departments
• Provides quick discernment regarding emergencies or critical issues relating to international students and scholars
• Leads coordination with the other international department coordinator for all administrative, compliance, and office support functions
• Inputs, tracks, and monitors records on ISSM (visa management system)

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

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

About Us

Boasting a 300-acre tree-lined campus in Houston, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

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