Reports To

Dean of Students

Position Summary

The Administrative Assistant to the Office of Student Affairs and International Student Liaison provides comprehensive administrative and clerical support for the Office of Student Affairs. This position serves as the primary receptionist for the office, assists students in accessing services and resources, and supports the daily operations of Student Affairs. In addition to providing administrative support, this position serves as the University’s International Student Liaison, acting as the primary point of contact for international students by connecting them with campus and community resources, providing individualized support, and assisting with personal and logistical needs to promote student success, well-being, and integration into the University community.

Essential Duties and Responsibilities

The essential functions of this position include, but are not limited to, the following:

Office Administration

• Serve as the receptionist for the Office of Student Affairs by greeting visitors, answering phones, directing inquiries, and providing exceptional customer service.
• Provide clerical and administrative support to the Dean of Students and Student Affairs staff.
• Manage the daily operations of the Office of Student Affairs.
• Maintain office files, records, and confidential student information in accordance with University policies.
• Prepare correspondence, reports, forms, and other administrative documents.
• Order and maintain office supplies and equipment.

Student Support Services

• Assist students in obtaining services provided through the Office of Student Affairs.
• Create identification cards for incoming students and replacement IDs as needed.
• Coordinate with Campus Police to activate student identification cards.
• Distribute vehicle decals to students and employees.
• Create and distribute mass email communications to students regarding important announcements, deadlines, and campus events.

Campus Operations

• Maintain the Williams Baptist University Master Calendar.
• Coordinate and reserve campus meeting rooms for University events, meetings, and activities.
• Submit and monitor maintenance requests through the University’s Help Desk system.

Chapel Administration

• Maintain chapel attendance records through the iAttended system.
• Record chapel absences and assess chapel fines as applicable.
• Keep chapel schedules, dates, and speaker information current within the iAttended system.

Food Pantry Coordination

• Maintain inventory and stock of the University Food Pantry.
• Conduct weekly inventory of pantry supplies.
• Prepare and distribute food bags to students experiencing food insecurity.

International Student Liaison

• Serve as the primary point of contact for all international students throughout their enrollment at the University.
• Build positive relationships with international students by providing support, guidance, and assistance with questions, concerns, and personal needs.
• Assist international students in navigating campus resources and connecting with appropriate University offices.
• Coordinate food assistance through the University Food Pantry by preparing and distributing food bags as needed.
• Assist students in arranging transportation to local stores, including Walmart and other essential shopping destinations, when transportation is unavailable.
• Help coordinate transportation to and from regional airports for international students traveling to and from their home countries during academic breaks or other approved travel.

• Provide referrals to campus and community resources that support students’ academic success, personal well-being, and adjustment to campus life.
• Communicate important University information, events, deadlines, and available resources to international students.
• Collaborate with the Dean of Students and other campus departments to identify and respond to the unique needs of the international student population.
• Foster a welcoming, inclusive, and supportive campus environment that encourages the success and retention of international students.
• Maintain confidentiality while handling student information and personal matters in accordance with University policies and applicable regulations.

Competencies

Successful candidates should demonstrate the following knowledge, skills, and abilities:

• Ability to work independently while contributing effectively as a member of a collaborative team.
• Excellent interpersonal, communication, and customer service skills.
• Professional demeanor with the ability to interact respectfully and effectively with students, faculty, staff, parents, and visitors from diverse backgrounds.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities, exercise sound judgment, and meet deadlines in a fast-paced environment.
• Ability to maintain strict confidentiality regarding student records, personnel matters, and other sensitive information.
• Proficiency in Microsoft Office Suite, including Word and Excel.
• Working knowledge of Google Workspace, including Google Docs, Sheets, and Forms.
• Ability to learn and effectively utilize University software systems, including iAttended, Blackbaud, and the Help Desk system.
• Demonstrated compassion, cultural awareness, and a genuine desire to support students from diverse cultural and international backgrounds.

Supervisory Responsibilities

• Recruit, train, supervise, and mentor student work-study employees.
• Develop and maintain work schedules for student workers.
• Monitor attendance, performance, and accountability of work-study students.
• Assign duties and provide ongoing guidance to ensure quality customer service and efficient office operations.

Work Schedule

This is a full-time, benefits-eligible position. Regular office hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Occasional evening and weekend hours may be required to support University programs, orientation activities, student events, and other Student Affairs functions.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Previous experience in administrative support, office management, higher education, or customer service preferred.
• Demonstrated proficiency with Microsoft Office and Google Workspace applications.
• Strong organizational, communication, and problem-solving skills.
• Ability to maintain professionalism and confidentiality in all interactions.
• Ability to work effectively with students from diverse cultural backgrounds and demonstrate sensitivity to the unique needs of international students.

Physical Requirements

• Ability to sit for extended periods while performing computer work.
• Ability to occasionally lift and carry office supplies, food pantry items, or other materials weighing up to approximately 25 pounds.
• Ability to move throughout campus as needed to support departmental operations, student needs, and University events.

Commitment to the University’s Mission

The Administrative Assistant to the Office of Student Affairs and International Student Liaison is expected to support and uphold the mission, vision, values, and Christian commitments of Williams Baptist University. Employees are expected to conduct themselves in a manner consistent with the University’s standards, demonstrate Christian hospitality and servant leadership, and contribute positively to the educational, spiritual, and personal development of the University’s students.

Special Requirements:

• Commitment to the mission of Williams Baptist University.
• Per WBU Employee Handbook policy (40.2): “It is required that all faculty and administrative staff be persons who have accepted Jesus Christ as Lord and Savior, and who are active members of a local Christian church which adheres to an evangelical faith consistent with the historic religious beliefs of Southern Baptists.”
• Be an active member in a local ABSC/SBC church

AAP/EEO Statement:

Per WBU Policy Statement.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Application:

Applicants must be individuals of the highest Christian character, competent professionals, and servant leaders.  Applicants should complete WBU’s online application at https://williamsbu.edu/careers/ and then email a resume, statement of faith and references to hr@williamsbu.edu. A review of applicants will begin immediately and applications will be accepted until the position is filled.