International Programs Special

Virginia Tech   Blacksburg, VA   Full-time     Education
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Posted on July 2, 2021

Job Description

Administration of International Programs. Track and perform monthly reconciliations of all IP funds, including all IP accounts and study abroad program funds. Create all funds/orgs for faculty ed study abroad programs. Assist with yearly budget creation. Monitor budget and IP funds. Assist Director of Global Study Abroad with creating and maintaining budgets for special partnership programs. Assist faculty with creating and reviewing budgets for their study abroad programs. Work with new professors to train them on program set up, due dates, and enrollment management in the GEO system. Process provider billing and refunds for all faculty led programs. Pay invoices HokieMart and Purchasing Card. Bill students and provide follow-up on due dates. Assist parents and students with study abroad billing questions. Notify professors on payment status and GEO mandatory forms status. Assist faculty with the delivery of Pamplin Study Abroad programs. Work with vendors to help faculty acquire tickets and pay bills ahead of the program. Process travel authorizations and travel reimbursements for faculty-led programs and IP staff. Send approved trip info to Global Education office to post for applicants. Provide professors with 16/13/8/5/4 weeks out reminders and 1 and 2 month post-travel reminders. Close trips with either refunds or carryforwards. Coordinate dates and times of study abroad scholarships/travel grants subcommittee meeting. Prepare application data for subcommittee. Issue award letters and email students with award information. Award scholarships in the systems, as travel approaches. Collect student thank you letters and provide to Pamplin Advancement. Coordinate multiple scholarship/travel grant cycles. Assist with travel arrangements for IP staff global travel for recruitment/university relationship building/internships. Assist with travel arrangements for IP staff for conferences, study abroad and partnership exploration trips for new programs, and site visits for established programs. Process Travel Authorizations and Reimbursements for conference travel in US and abroad. Coordinate promotion and visibility of Pamplin IP in collaboration with the Director of Pamplin Global Study Abroad and IP staff. Participate in Drillfield GEO fair and coordinate and participate in Pamplin's in-house International Programs fairs. Other tasks as needed. Assist the Director of Pamplin Global Study Abroad with monitoring data on all students involved in global learning opportunities. Collect data via GEO Studio Abroad/Terra Dotta for professors. Utilize Qualtrics/Question Pro for additional data collection on students' global learning. Work with the Director of Pamplin Global Study Abroad to receive academic approvals for all students on programs. Maintain and order supplies. Promotional items research, order, and maintain inventory. Other duties as assigned by Director of Global Study Abroad.

Required Qualifications

Experience providing administrative support in an academic or professional office environment; computer proficiency with applications such as MS Office, Excel, desktop publishing and database software; experience processing fiscal related transactions to include financial reconciliations; the desire and ability to work effectively in a fast-paced, professional business environment; strong organizational and interpersonal skills; ability to maintain a high level of accuracy and confidentiality.

Preferred Qualifications

Bachelor’s degree or in a relavent field. Experience with event planning; experience coordinating travel; experience with travel authorizations and travel loans; working knowledge of student programs and registration procedures; demonstrated proficiency with Banner and Outlook; working knowledge of Banner Finance; working knowledge of Academic Works and Scholarships.

Pay Band


Appointment Type


Salary Information

commensurate with experience

Review Date


Additional Information

The successful Candidate will be required to have a criminal conviction check

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, political affiliation, race, religion, sexual orientation, or veteran status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

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