Secretary (Part-time)

Union University seeks a qualified individual for the position of Secretary. This position is responsible for providing administrative support for the Center for Intercultural Engagement (CIE) including supporting related graduate and undergraduate academic programs, Union’s Study Abroad program, and the university’s academic support services for international students. This is a part-time 30-hour per week position serving on a nine-month basis (mid-August through mid-May) with scheduled hours during the winter term and summer terms.  This position may need to assist with occasional late afternoon and Saturday scheduled events as needed during the academic year.

Union University is a private, coeducational liberal arts-based university offering bachelor’s, master’s and doctoral degrees. The campus is located in Jackson, Tenn. (80 miles northeast of Memphis) with additional campuses in Germantown, Hendersonville, and Memphis, Tenn. Union University currently enrolls about 3,200 undergraduate and graduate students from 48 states and 15 countries. Union University stands as a national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education. Union is consistently ranked among the nation’s premier Christian universities and has been recognized as a top tier institution each year since 1997 by U.S. News & World Report, which also recognized Union at a national level for undergraduate teaching excellence.

Position Description:

Administrative Support

• Provide administrative support for the CIE ensuring smooth day-to-day office operations.  This includes responsibilities such as answering the phone, word processing, making copies, filing, scheduling of appointments, preparing correspondence, purchase order requisitions, faculty/staff reimbursements, faculty load reports, etc.
• Support CIE faculty and staff on implementing ongoing protocols and initiatives for study abroad, international student, and Intercultural Studies programs
• Develop and maintain positive interactions with visitors, students, faculty, and staff.
• Coordinate and supervise the work of student employees.
• Process payments, transfers, in-house grants and scholarships, and budget updates.
• Maintain the CIE calendar.
• Adhere to FERPA regarding privacy of information.
• Update CIE website and social media as needed.
• Assist in gathering and tabulating information for budget and planning reports, course schedules, alumni data, accreditation reports, curriculum development, program surveys, institution agreements, etc.
• Assist with promotion and coordination of Institute and academic program events.  Some of these events take place outside of traditional office hours.
• Assist with other duties as assigned by the Director for CIE.
   

Study Abroad Program

• Organize and participate in orientation, pre-departure and debriefing sessions, and study abroad fairs.
• Create and maintain computer and hardcopy files of required documents of each off-campus student.
• Maintain and update files on all faculty and students who participate in an external study program.
• Assist study abroad coordinator with faculty-led programs.
• Process student and third-party provider program payments as required and make appropriate disbursement of funds through the student’s account in conjunction with the Business Office, Student Services, and the Financial Aid Office.
• Create, update, collect and review all required student forms for the program.
• Process study abroad scholarship applications and awards.
• Receive and process transcripts.
• Oversee online data management including: a) Assign trip and enrollment IDs and maintain database; b) Create study abroad courses and register students; c) Manage study abroad international applications.  Software used includes: Service U, NetFacilities, Ellucian Colleague, Horizons, Shield, Recruiter, Graduate Studies Administration, Webnow, and Crystal Report.
   

Intercultural Studies Program

• Manage advisee files.
• Coordinate events.
• Support program director and adjunct faculty.
• Assist with course scheduling.
• Assist director with setting up graduate coursework as needed.
   

International Student Program

• Assist the international student officer as needed and available.
• Support the Director with international student initiatives including first-year advising and placement, recruitment efforts, and intensive English programming development.

Qualifications:

Graduation from high school or equivalent and a minimum of three years of clerical experience.  A bachelor’s degree is preferred.  Strong organizational skills, proficiency in MS Office software applications, basic budget management skills, the ability to work across disciplines and administrative divisions of the university, and excellent written and verbal communication skills are required.  Preference will be given to applicants with: study abroad/international travel experience, intercultural awareness/communication skills relational skills, and previous university employment experience.

Successful candidates must be professing Christians who are active members of a local church, enthusiastically support Union University’s Identity, Mission, and Core Values, and articulate a Christian worldview in their work and life.