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Position Announcement

Administrative Specialist- International Programs
Recruitment No. 870414

Applications are being accepted for an Administrative Specialist position in International Programs.  This position reports to the Director of International Programs.  The incumbent must maintain a campus-wide awareness of all areas and aspects of International Programs (IP) programming and education, particularly services and issues relating to international students, to efficiently and successfully perform the duties assigned.


General:  Greet guests, answer the department's main phone line, directing visitors and students or routing calls as appropriate to facilitate needed assistance to IP clients.  Calling upon knowledge and familiarity with procedures, requirements, programs and processes, disseminate information and respond to inquiries relating to international applications for admissions, study abroad applications, enrollment, scholarship applications etc.  Establish and maintain accurate records of all clients including students and staff in order to satisfy the requirements of the USCIS (US Citizenship and Immigration Services) and University regulations.  Order office supplies and materials and arrange for equipment repair to ensure an adequate number of supplies are on-hand and available, and office equipment is operational for IP staff use.  Track receipt of orders and contact vendors or campus departments when problems develop to resolve issues and ensure prompt receipt of supplies and services.  Monitor IP expenditures and the department’s budget and alert the Director of any issues or concerns that develop to assist with budget management.  Hire, train, and supervise student workers to ensure their satisfactory job performance.  Maintain and update the IP database/shared folders to monitor and track international students.  Order textbooks, enter classes into Banner, prepare contracts for adjuncts, and provide other administrative support to assist instructors and the Intensive English Program Coordinator.

International Student Health Insurance and Transportation Coordination:  Create and maintain a list of current international students who will purchase the University’s health insurance coverage.  Process health insurance waivers, enter health insurance holds on student’s university accounts as appropriate.  Refer students to appropriate insurance company representatives to assist them obtain health insurance coverage or file claims if needed.  Make travel arrangements to assist international students with transportation to and from Washburn as they arrive for or depart at the end of their exchange studies.  Make local travel arrangements to assist students in attending social functions and off-campus events during their stay at Washburn.

International Student Recruitment, Admission, Services and Advisement:  Review on-line applications to verify that information is complete and follow up with students when additional information is needed.  Prepare documents such as the I-20 and various letters/certified papers for social security number application, employment, driver’s license, funds transfer, family visits, and other processes and events.  Advise individual students from other countries to help them complete required forms to maintain legal status as F-1 students, adapt to life in the United States and Topeka, obtain assistance with any type and combination of issues that develop and present challenges, and help them have a positive experience and maximize their learning opportunities at Washburn.  Topics that may need to be addressed include but are not limited to:  enrollment; travel and other topics under F-1 regulations; authorization/verification documents and letters; I-20 updates and completion; registration as a student; housing, transportation, banking, community programs, cultural adjustment and other topics raised by international students.  Refer students to other IP staff for counseling, advisement, and assistance when advanced levels of assistance are needed.

Records management:  Establish records for new international (F-1) students in the SEVIS system (a national database required by the USCIS) for admissions purposes, establishing holds (e.g., health insurance, TB holds) and enabling Banner to process reports and facilitate processing by other campus departments.

Publication management:  Review and evaluate new or revised information and requirements relative to IP to identify information that needs to be made available to students who participate or wish to study abroad.  Modify existing forms and publications and develop new materials as appropriate to ensure availability of current information.

Event Planning and ITC (International Center of Topeka):  Participate in planning meetings for special events and social functions such as orientations, award ceremonies, information fairs, international education week, graduation receptions and hosting international visitors.  Assist in event preparation and coordination as assigned, performing such duties as locating and reserving meeting space; ordering food; publicizing events; typing and formatting programs, agendas, and other event materials; coordinating printing of event materials, taking registrations; logging and depositing fees, initiating payments and performing other duties to contribute to event success.  Prepare mailings, collect dues and maintain records to provide clerical and logistical support for ICT.

Other duties as assigned.


REQUIRED: High school diploma or GED.  3 years of experience providing administrative support, or completion of a course of study at the post-secondary level in office management/support and two years of experience providing administrative support, or college degree and 12 months of experience providing administrative support.

PREFERRED: Bachelor's degree or equivalent combination of education and experience in International Programs.


Submit a completed Washburn University Employment Application to getajob@washburn.edu or to Washburn University Human Resources, 118 Morgan Hall, 1700 SW College, Topeka, Kansas  66621. RESUMES WILL NOT BE ACCEPTED. Review of applications will begin April 28, 2014, and continue until a suitably qualified candidate has been identified.  Entry rate is $12.98 per hour.  Excellent fringe benefits package.  Employment at Washburn University may be conditioned upon satisfactory completion of a background check.