Classification Title
University Program Associate
Working Title
Front Office Assistant
Not Eligible for Visa Sponsorship
VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S
Department
Office of International Programs - 215000
Primary Purpose of Position
The Office of International Programs (OIP) at Appalachian State University (App State) empowers students, faculty and staff to address local and global challenges through sustainable and socially responsible means by eliminating barriers to meaningful engagement in global learning opportunities. OIP works in collaboration with campus, community, and global partners to expand and deepen global learning opportunities for App State and High Country communities. OIP supports the implementation of App State’s global engagement mission, including the co-creation of initiatives that build the skills, knowledge, and perspectives necessary to engage meaningfully and ethically in local and global contexts.
The Front Office Assistant serves as the first point of contact in the Office of International Programs for students, faculty, staff, and visitors both in person and by telephone. The Front Office Assistant is part of the Front Office team, reporting to the Executive Assistant.
Minimum Qualifications
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
The Front Office Assistant has three main areas of responsibility:
Supervision of Student Employees
- Provide clear direction and defined expectations;
- Conduct regular evaluations and provide constructive feedback;
- Identify and/or design and deliver professional development opportunities;
- Mentor students in the culture of a professional office;
- Track and confirm hours worked.
Front Office Administration
- Triage incoming calls and visitors to the Office of International Programs;
- Coordinate programming that impacts front office;
- Manage day-to-day tasks such as mail, calendars, and storage.
Programming and Processing
- Support the implementation of App State’s and OIP’s international travel insurance policies and processes;
- Assist the Executive Assistant in management of international programs as needed.
Other duties as assigned.
Knowledge, Skills, & Abilities Required for this Position
- Excellent customer service skills with a positive, professional and welcoming demeanor when assisting walk-in visitors and answering phones.
- Strong organizational skills, including the ability to create and maintain accurate accounting spreadsheets and workbooks.
- Demonstrated ability to thrive in a busy office environment with multiple programs and functions occurring simultaneously.
- Strong problem-solving skills with the ability to think independently while collaborating effectively as part of a team.
- Ability to supervise student office employees with clarity, tact, and professionalism, including providing clear expectations, guidance, and semester evaluations with constructive feedback.
- Experience hiring, training and supporting federal work study students in office roles.
- Skilled in prioritizing tasks, delegating responsibilities appropriately and handling situations with diplomacy and professionalism.
- Proficiency in Microsoft Office Suite and Google Suite, with the ability to operate office equipment such as copiers, laminators and other standard devices.
- Genuine interest in and respect for cultures, backgrounds and perspectives.
- Excellent written and oral communication skills, with an emphasis on intercultural communication and the ability to learn new tasks and systems quickly.
Preferred Qualifications
Please review the Knowledge, Skills, & Abilities section of this posting
Required Functional Competencies to Successfully Perform Job Duties.
Communication
- Will maintain accurate, comprehensive accounting records for international business travel insurance, including deposits, processing, payments, and record keeping.
- Will convey processes and information to stakeholders via email and website.
- Will craft and maintain internal processes for programs and policies.
- Responds politely and accurately to all inquiries.
- Directs calls and visitors to appropriate personnel either in OIED or across campus.
- Must be able to concentrate and maintain projects amidst a great deal of interruption, traffic and noise.
- Will work closely with teammates with clear communication as demonstrated via weekly team meetings.
- Must speak with respect, diplomacy and professionalism at all times.
- Will convey processes and information to stakeholders via phone and in-person.
Knowledge-Program & Organization
- Will apply knowledge and logic to develop a broad and deep understanding of the mission of OIED to globalize campus.
- Acquire knowledge from training, observation, experience, collaboration with others and using own initiative to answer frequently asked questions as well as increasingly complex and diverse inquiries.
- Will maintain an operational knowledge of the purpose of OIED’s mission, its services offered, and its stakeholders.
- Will assess office needs and provide assistance.
Customer Service
- Explains programs, policies, and procedures to stakeholders.
- Reviews processes and makes recommendations for how to streamline efficiency and understanding.
- Maintains a positive and productive front office work area.
- Understands the value of the office’s programs and how to convey and deliver these programs.
Type of Position
Permanent Full-Time
Staff/Non-Faculty
Staff/Non-Faculty
Work Schedule/Hours
Monday – Friday, 8:00 am – 5:00 pm
Number of Hours Per Week
40
Number of Months Per Year
12
Physical Demands of Position
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level
Journey
Salary Grade Equivalency
GN07
Anticipated Hiring Range
$40,000-$42,007
