Program Assistant

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SUMMARY 

Graduate School USA is an active learning community with a rich history that spans more than nine decades. Our range of programs and services includes continuing education, career development, performance consulting, and certificate programs — all designed to serve the needs of organizations and individuals in both government and the private sector. 

Graduate School USA seeks a Program Assistant to provide Administrative support to the delivery and execution of an assigned Graduate School program areas, courses or sets of courses.  The successful candidate will interact closely with students, faculty, requesting agencies, and other school employees, and will work with vendors and logistical contacts (hotels, travel agencies, etc.)  The candidate will be an independent worker who confers with the supervisor on complex issues. The candidate should also be adept at building relationships and executing projects. 

KEY DUTIES AND RESPONSIBILITIES

  • Provide administrative support and customer service; direct or assist with incoming/outgoing calls, greet visitors, receive and send mail and parcels (USPS, FedEx, international shipments).  Maintain inventory of office/course supplies.  Serve as point of contact for machine maintenance (postage, Xerox, printers, monthly maintenance of computers).
  • Support Administrative Workflow:  Retrieve, review, problem solve, post and respond to required actions.  Resolve vendor inquiries regarding delinquency.
  • Support program managers with coordinating contracted programs and the organization of course materials from program initiation to its final (international) delivery. Activities typically include logistical arrangements for GS staff, instructors, consultants and participants. Prepare course materials, create instructor packets for international shipment.  Contact cargo shipper directly via phone/email and provide required documentations (airway bill, customs etc.) in order to confirm flights for shipment.  Contact courier for delivery to specific airlines for cargo shipment.  Email consignee with shipping information as required by customs for release of cargo.
  • Course completion.  Retrieve and inspect instructor packet from mail.  Review roster, registration forms, enter in database, forward to Registrar office. Review and forward evaluations to Washington DC.  Duplicate and maintain course files for Hawaii Office.
  • Support program managers with students/participants and instructors throughout the duration of the program/course; act on any problems or issues that arise. 

KNOWLEDGE, SKILLS, AND ABILITIES 

  • Must have strong PC skills and proficiency in Microsoft Office applications, particularly Word and Excel.  Exposure to a learning management system (LMS) is preferred.
  • Must have an in-depth understanding of assigned program area and an understanding of how it fits with the other school offerings. 
  • Must have good communications skills and be able to interact with all levels with tact and diplomacy, especially in an international environment.  Must be able to provide excellent customer service and be able to solve problems to ensure a seamless customer experience.  Must have good written communications skills and be able to generate effective basic business correspondence.
  • Must have good organization skills and the ability to multi-task. 

MINIMUM QUALIFICATIONS 

  • Bachelor’s degree or the equivalent combination of education and experience is required.
  • Minimum of 3 years of experience in an administrative/support role, in a college, university or other education/training organization is required.
  • Experience working internationally in a multi-cultural environment is preferred.

Interested applicants must submit a resume and cover letter.

Graduate School USA is an Equal Opportunity Employer

Location: Staff in Honolulu, HI
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Apply at: https://gsusacareers.synchr-recruit.com/job/48098/program-assistant