Administrative Systems and Office Coordinator
Job Details
Job no: 503919
Work type: Nonexempt Staff Full-time
Location: Bethlehem
Categories: Administrative Services
Lehigh University's Office of International Affairs (OIA) is seeking a tech savvy, detail-oriented, culturally sensitive and collaborative administrative professional to support one of its most student-facing units. This is an opportunity to contribute meaningfully to international education operations, in a fast-paced office at a research university with a strong commitment to global engagement.
About The Opportunity
The Administrative Systems and Office Coordinator operates across two interconnected areas of the OIA. Eighty percent of the role is dedicated to the Office of International Students and Scholars (OISS), supporting advising operations, student engagement, and office administration. The remaining twenty percent contributes to the OIA Shared Services Operations Team as needed, addressing cross-functional needs across the division. Under the primary supervision of the Director of OISS, the Coordinator serves as a Designated School Official (DSO) and Alternate Responsible Officer (ARO), facilitates communications and logistics for international student and scholar support, and helps ensure compliance with federal regulations. In the shared services capacity, the Coordinator contributes to cross-unit administrative efforts under the functional direction of the OIA Administrative Director.
Position Number: S78510
This position is a Grade: 7 - 37.5 with an approximate salary range of $37,190-$44,640 and is subject to change based on experience, skills and qualifications.
Key Accountabilities
- Collaborate with the primary administrator to build, test, and maintain digital e-forms, checklists, and automated email workflows within Sunapsis to streamline system processing.
- Conduct routine data audits and reconciliations across Sunapsis, Banner, and SEVIS to eliminate errors, clear system inconsistencies, and ensure accurate batch-filing.
- Serve as the primary line of technical support for international students and scholars to resolve portal login issues, navigation errors, and system glitches.
- Extract data for office assessments, Open Doors reporting, and institutional requests, while developing digital standard operating procedures (SOPs) to ensure operational continuity.
- Provide high-level administrative support to the OISS team and Director on strategic projects, manage front-facing office workflows, and maintain a welcoming, efficient environment for visitors.
- Serve as a Designated School Official (DSO) and Alternate Responsible Officer (ARO) to issue initial I-20s and route complex immigration or technical issues to appropriate staff.
- Provide direct advising to international students and scholars on routine inquiries, while assisting them with Social Security, DMV, ID card, and employment authorization processes.
- Support the administrative logistics for international student orientations, cross-cultural programming, and OISS events by managing registrations, room reservations, and vendor communications.
- Maintain and update OISS website content, distribute email communications, contribute to social media outreach, and manage student and scholar stories for reporting purposes.
- Manage office financial transactions, process invoices, monitor supply inventories, maintain digital standard operating procedures (SOPs), and collaborate on tax compliance workshops.
- Facilitate Office of International Affairs (OIA) logistics by managing hybrid event reservations, executing routine procurement and financial tracking, maintaining shared records and evaluations, and contributing to newsletters, promotional content, and website updates.
Qualifications
- High School Diploma or GED; Associates or Vocational/Technical Degree preferred
- Three to five years of related work experience
- US Citizenship or Lawful Permanent Residency required by federal regulation in order to serve as a DSO/ARO
- Familiarity with higher education databases (such as Sunapsis, Banner, Terra Dotta, or Salesforce)
- Experience using various AI software, particularly within the Google Suite
- Experience creating user guides, training materials, or step-by-step documentation for software or processes
- Excellent organizational skills with demonstrated experience supporting general office operations, event logistics, or administrative workflows
- Strong technical aptitude with an ability to quickly learn new software platforms, troubleshoot basic user errors, and work with digital forms or data sheets
- Prior experience working in a customer-service oriented or shared-services environment
- Strong communication and intercultural skills
- Ability to manage multiple priorities with accuracy and discretion
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