Administrative Assistant

2 months ago

Pasadena, United States University of the People Full time

Introduction to UoPeople:

University of the People (UoPeople) is the first non-profit, tuition-free, American, accredited, 100% online university. Today, UoPeople has over 137,000 students enrolled from more than 200 countries and territories, including 16,500 students who are refugees. Currently accredited by the DEAC, UoPeople is also a candidate for WSCUC accreditation.

We believe that higher education is a basic human right and that it can transform not only the lives of students, but also their families' lives, their communities, their nations, and, by extension, the world. See President Reshef’s TED talk when he announced the founding of the University.[ TED talk ]

UoPeople is an innovative university, and we welcome team members who bring creativity and innovation to their roles. We’re a fast-paced organization with remote teams all around the globe. If you’re a self-starter who wants to succeed alongside a passionate team, we’d love to hear from you

UoPeople is supported by the generosity of individuals and foundations, including the Gates, Hewlett, Ford Foundations, Foundation Hoffmann, and others. The University has been covered by the New York Times, BBC, NPR, Times Higher Education, US News and World Report, and more. President Reshef’s TED Talk and Nas Daily interview about the University have 30 million views combined.


GENERAL PURPOSE:

We seek a highly organized and motivated Administrative Assistant to join our Student Processing/Registrar team. This hybrid role requires a dedicated individual capable of efficiently managing various tasks and small projects. The ideal candidate will be a self-starter with a high level of responsibility and the ability to work independently.

Join us on our mission to make higher education accessible to all and be part of a team changing lives through education.


ESSENTIAL FUNCTIONS AND DELIVERABLES:

1. Support University Executives:

  • Successfully assist university executives with small projects and tasks, demonstrating a proactive and problem-solving approach.
  • Ensure 100% completion and satisfaction rate for all assigned projects/tasks.

2. Increase Student Satisfaction by Improving Document Processing:

  • Conduct a comprehensive review of current document processing procedures and identify at least 5 areas for improvement.
  • Implement process improvements to reduce document processing times by 25% by year-end.
  • Regularly gather and analyze student feedback to measure the impact of improvements on student satisfaction, aiming for a 10% increase in satisfaction scores.

3. Ensure Best Practices in Student Record Processing:

  • Maintain 100% accuracy in student record processing, adopting and refining best practices.
  • Complete quarterly audits of student records to ensure ongoing accuracy and compliance.
  • Create training/documentation on best practices in student record processing by the end of the year.

4. Assist with Projects such as Yearly Meetings:

  • Play a key role in the planning and organization of yearly meetings, ensuring all logistical details are accounted for and executed smoothly.
  • Support additional projects as needed, providing timely and effective assistance to ensure successful outcomes.

5. Process Document Validation with US Government Departments, Embassies, and Consulates:

  • Achieve a consistently high success rate in document validation with US Government departments, embassies, and consulates.
  • Build and maintain strong relationships with key contacts to facilitate efficient processing.
  • Develop and implement a standardized checklist for document validation processes to ensure consistency and accuracy.

6. Organize Shipments to and from the Office:

  • Ensure all shipments to and from the office are organized and delivered on time.
  • Develop a tracking system for local mail drop off and pickup to increase efficiency.
  • Review and optimize shipment and mail processes quarterly to identify areas for improvement.

7. Coordinate Invoices, Documentation, Office Ordering, and More:

  • Maintain accurate and up-to-date records of all invoices and documentation.
  • Ensure timely and accurate office ordering, coordinating with various teams to meet their needs.
  • Implement a system for tracking and managing office supplies to ensure availability and minimize waste.

8. Coordinate with Local Vendors:

  • Develop and maintain a comprehensive list of local vendors, ensuring timely and efficient service.
  • Conduct regular evaluations of vendor performance and address any issues promptly to maintain high service standards.
  • Establish strong relationships with vendors to negotiate favorable terms and improve service quality.


Performance Metrics:

  • Project Support: Number of projects/tasks successfully completed and satisfaction rate of executives.
  • Student Satisfaction: Reduction in document processing times and increase in student satisfaction scores.
  • Accuracy: Rate of accuracy in student record processing and audit results.
  • Efficiency: On-time delivery rate for shipments and local mail, and the success rate of document validations.
  • Vendor Coordination: Timeliness and quality of vendor services and cost savings from vendor negotiations.

By achieving these annual deliverables, the Operations Coordinator will contribute significantly to the operational efficiency and student satisfaction at UoPeople.


YOU MUST HAVE:

  • A Bachelor’s degree
  • Demonstrable experience in working in a hybrid/remote environment
  • Have a track record of working independently and being a self-starter
  • Strong ability to schedule your day and prioritize tasks and responsibilities
  • Ownership of an insured car and a valid driver’s license (basic class C) as the position requires local errands
  • Fluency in English


NICE TO HAVE:

  • Experience working in an administrative role at a university or college setting is desired
  • Ability to read Arabic
  • Project coordination experience

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