ISE/Semester at Sea Office of Enrollment Management

Administrative Assistant

Position Description

Semester at Sea

Semester at Sea provides undergraduates with a global semester to explore and study many of the people, places and cultures around the world. Semester at Sea is administered by the Institute for Shipboard Education, a nonprofit 501c3 educational organization. The University of Virginia is the program's academic sponsor. Since 1963, over 45,000 students have studied abroad with Semester at Sea and our predecessor programs.

The department of enrollment management is primarily responsible for enrolling prospective students and preparing them for the Semester at Sea student experience. The department works closely with other Semester at Sea and U.Va. departments to achieve this aim.

Job Title: Administrative Assistant

Location:Semester at Sea Office, Charlottesville, Virginia

Reports To:Director

Primary Function:

Work closely with an enrollment team that includes admissions, financial aid and program administration personnel.

  • Accurate and efficient support of financial aid and program administration operations.
  • Clear and consistent communication to all constituents including students, lifelong learners, parents, and inquiries.
  • Works with other members of the department to organize and distribute documents and assist with general organization needs of the department.
  • Provide support for the Receptionist.

Essential Functions:

  • Ensure clear and consistent departmental communication to all constituents including students, parents, study abroad advisors, and inquiries
  • Collect and organizeall financial aid documentation
  • Manage Program Administration email account
  • Provide support for the Financial Aid email account
  • Manage Facebook groups
  • Work with medical consultant and advise students on pre-embarkation medical needs
  • Answer student pre-embarkation questions
  • Update student records upon receipt of pre-embarkation documentation
  • Relieve the Receptionist for a lunch break
  • Assist with coordination of the student shipboard embarkation process
  • Other duties as assigned

Minimum Qualifications and Skills:

  • Experience in administrative office setting
  • Excellent communication and organizational skills
  • High degree of resourcefulness and initiative
  • Excellent customer service skills
  • Comfort and proficiency with computer applications;prior experience with database management
  • Maintain office standards and protocol with respect to processes, confidentiality, and other issues as may arise
  • Appreciate and internalize professional standards and ethics
  • Be flexible, open-minded, and maintain a positive attitude
  • Support for the mission of the Institute for Shipboard Education
  • Special consideration will be given to an alumnus of the Semester at Sea program

Application Process: Send letter of interest, resume, and a list of references:

Position will remain open until filled.