Office Manager for Study Abroad Programs

Open Date

4/29/2025

Classification

Support Staff

Department

Center for Global Education

Exempt/Non-Exempt

Non-Exempt

System Job Title

Office Manager

Description

SUPERVISION RECEIVED: Associate Director for Study Abroad

SUPERVISION EXERCISED: Work-study students as appropriate.

POSITION SUMMARY: The Office Manager for Study Abroad Programs oversees daily operations to support international travel programs. This role provides direct assistance to faculty, staff, and students in developing and managing study abroad initiatives while maintaining compliance with institutional and international regulations.

The Office Manager for Study Abroad Programs coordinates communication regarding travel policies and procedures, serving as a key resource for campus and external stakeholders. Supervised by the Associate Director for Study Abroad, they will organize logistics, track travel processes, and support events that promote global learning opportunities. Their role is essential in streamlining office functions and enhancing the university's international travel programs.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Book and manage flights, coordinating with travel vendors and partners.

Arrange group travel for study abroad programs, faculty-led trips, and staff, including ground transportation and airport transfers.

Reconcile P-cards for departmental purchases, maintaining accurate financial records.

Manage travel insurance enrollment for participants.

Assist faculty teaching travel courses and working with study abroad/study away students.

Support students, faculty, and staff with passports, visas, and travel documentation, maintaining student files and immigration records.

Monitor and support student progress in completing required travel forms, applications, and processes.

Schedule and coordinate meetings and events related to international travel programs.

Prepare documents and materials for department programming.

Support and track training for travel programs to ensure compliance and readiness.

Arrange airport pickup for international student arrivals and departures.

Oversee the daily management of the office building and facility needs.

Perform other duties as assigned by the Associate Director or their designee. QUALIFICATIONS:

Required:

High school diploma with at least three years of secretarial/administrative assistant experience, preferably in student support.

Strong attention to detail, organization, and ability to manage multiple tasks efficiently in a fast-paced environment.

Proficiency in Microsoft Word, Excel, Publisher, and Google Apps.

Excellent written and verbal communication skills, with the ability to engage effectively with international and culturally diverse students, faculty, and staff.

Knowledge of immigration regulations and international student support processes.

Understanding of core student services, including admissions, advising, testing, registration, and related support.

Ability to work independently and exercise sound judgment.

Strong interpersonal skills, with the ability to handle frequent interruptions while maintaining productivity.

Commitment to maintaining strict confidentiality of sensitive information.

Customer-service oriented with a demonstrated commitment to diversity, equity, and inclusion in daily operations.

Willingness to work occasional evenings and weekends as needed. Preferred:

Fluency in Spanish or another language.

Associate's degree or higher.

Experience supervising student workers.

Moravian University's mission is to prepare individuals for reflective lives and leadership in a world of change. In support of this mission, we are dedicated to fostering an educational and professional environment that is enriched by individuals of varied backgrounds, experiences, and perspectives.

As part of Moravian University's institutional values, all employees contribute to upholding our Community Standards and Expectations, which emphasize respectful engagement, accountability, inclusion, and lifelong learning.

Moravian University is an equal opportunity employer and does not tolerate discrimination, harassment or retaliation against any applicant for employment or admission on the basis of a characteristic protected by federal, state or local laws. Please see Moravian University's Equal Opportunity and Title IX nondiscrimination statement for additional information.

Please visit moravian.edu/benefits to review benefits offered at Moravian University*

WORK ENVIRONMENT: The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.

The individual is routinely exposed to indoor conditions and outdoor weather and temperature extremes, and moderate noise level.

We welcome applicants of all abilities and are dedicated to fostering an inclusive work environment. If you need any accommodations during the hiring process or in your role, we encourage you to reach out to Human Resources at or . View the standard physical demands for positions at Moravian University.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

About the Organization

Moravian University offers students a private education they will not find anywhere else: personal attention and preparation for life with a record of success longer than our nation's history. Located in Bethlehem, Pennsylvania and offering undergraduate and graduate degrees that blend liberal arts with professional programs, Moravian University has been preparing students for reflective lives, fulfilling careers, and transformative leadership in a world of change since 1742. Moravian University is a member of The New American Colleges and Universities (NAC&U), a national consortium of selective, small to mid-size independent colleges and universities dedicated to the purposeful integration of liberal education, professional studies, and civic engagement. Visit moravian.edu to learn more about how the Moravian University focus on education for all prepares its students for life-long success.

EOE Statement

Moravian University is an equal opportunity employer valuing diversity and encouraging individuals from under-represented populations to apply. EOE

This position is currently accepting applications.