Program Coordinator

Wellesley; Wellesley (MA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Hybrid work

Free parking

Job summary

Wellesley College is seeking a Program Coordinator to provide administrative and programming coordination for the Slater International Center. The role includes serving as a Designated School Official (DSO) for the F-1 visa program, advising international students, managing office operations, and supporting reporting and event logistics.

The candidate will work under the Director of the Slater International Center, coordinate trainings and orientations, maintain systems such as Trilby and

Qualifications

• Bachelor’s Degree and at least 3 years of administrative experience
• Experience in educational settings is preferred

Responsibilities

• Act as a Designated School Official for F-1 visa program and advise students
• Manage day-to-day office operations including front desk and communications
• Prepare reports, grant proposals, and newsletters for international students
• Maintain Center websites and calendars; coordinate events and trainings
• Assist with budgeting, purchasing, and approvals
• Supervise student employees and orientation mentors
• Support university programs related to international students

Skills

MS Office Suite

Google Workspace

Time management

Verbal & written communication

Independent work

International student advising

Education

Bachelor’s Degree

Tools

WorkDay

Trilby

Canva

Google Drive

Job description

At Wellesley, our mission is to deliver an outstanding liberal arts education to women who will make a difference in the world. Our collaborative community, comprising of faculty, students, staff, and alumnae, is guided by our shared commitment to educational excellence. Join us in this transformative journey!

Job Posting Title

Program Coordinator

Job Description Summary

Administrative Non-Exempt

Job Description

Provide administrative and programming coordination and student advising support for the Slater International Center. The Program Coordinator acts as a Designated School Official (DSO) for the F-1 visa program; assists with federal immigration SEVIS compliance, prepares immigration documents when necessary, assists with travel guidance, and assists with maintaining international student data in Trilby, and the SEVIS system. Assists director with United World College (UWC) reporting requirements. Coordinates and implements student events, orientations, & programs, manages the day-to-day operations of the office, including, front desk triage, budget transactions & verifications, annual reports, hiring & supervising student employees, campus space operations and event scheduling. Under the direction of the Director of the Slater International Center, provides support to other campus programs and initiatives related to international students at Wellesley College.

Primary Position Responsibilities

• Act as a Designated School Official for the college’s F-1 visa program; Familiarity with F-1 immigration regulations and student advising, such as student advising & support, travel signatures, applying for social security number, and on-campus employment authorization.
• Manage the day-to-day operations of the office; coordinate office maintenance & office supplies, oversee building policies, reservations and use of the Center. Provide front desk customer service, answer phones; screens calls, take messages, routinely provide a diverse variety of campus information & resources to callers
• Assists director with reporting and programmatic requirements for the United World College (UWC). Prepare statistical and student & scholar annual reports, grant proposal writing, Slater Center & international students newsletters, community & event / student surveys.
• Assist with maintaining and updating Slater Center website, 25Live, WorkDay, Trilby, Vault, Google Drive, Social Media platforms.
• Assist with the coordination, logistics, and facilitation of Student Leader Training and International Student Orientations in Fall & Spring.
• Plan and arrange logistics and communications for programs, meetings, and special events including immigration sessions and student programs. Prepare communications (print and electronic), coordinate invitations and event registration, contract outside guests and vendors, catering, AV/media services, space reservations, Public Safety coverage, and Facilities setup and breakdown. Maintain the Slater Director’s and International Student Advisor’s appointment calendars, assist with schedule meetings and advising appointments.Participate in Student Life Divisional meetings and Academic Council meetings and related events.
• Monitor and assist with the budget management and preparation; including monthly budget reports, budget transactions; UWC scholar grant proposals & grant reporting. Additional duties as required.
• Lead with the hiring, training, supervising, and evaluating Student Employees and International Orientation Mentors (IOMs).

Supervisory Responsibilities

Approximately 4-5 Student Employees

• Office Assistant & Global Tea Coordinator
• International Student Orientation Coordinator
• Visibility Coordinator(s)
• Office Assistant & UWC Student Coordinator

Basic Qualifications

• Bachelor’s Degree (preferably higher education or related degree)
• 3 years of administrative experience (preferably in an educational setting)

Candidates must be legally authorized to work in the United States without employer’s sponsorship now or in the future.

Skills and Abilities

• Strong computer skills including MS Office Suite, Google Office Suite, and web software (preferably with experience in WorkDay, Trilby, Canva.
• Strong time management, multi-tasking skills, discretion and attention to detail
• Excellent verbal, written communication and organization skills
• Experience handling complex administrative procedures
• Demonstrated ability to handle multiple detailed assignments simultaneously and maintain effectiveness and accuracy.
• Ability to work independently
• Interest and/or experience working with international students and/or living/studying abroad
• Must be able to work effectively in a culturally diverse environment
• Occasional evening and weekend work

Salary

The pay range for this role is $25 - $30 an hour.

Company Description

Wellesley’s mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community—faculty, students, staff, and alumnae.

Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you’ll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.

• Competitive Compensation: Experience competitive wages ensuring your dedication is recognized and rewarded.
• Exceptional Benefits Package:Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
• Commuting and Transportation:Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.
• Paid Time Off: Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
• Retirement Savings: Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
• Work/Life and Wellness:A hybrid work environment for select positions (additional details will be provided during the interview process),caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.
• Professional Development:Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
• Tuition and Education Benefits: Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
• Campus Privileges: Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.

Worker Sub-Type

Administrative

Time Type

Full time

EEO Statement

At Wellesley, we embrace and honor difference and diversity. We believe the best ideas—the best solutions—draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members of the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer and prohibits discrimination against qualified individuals in hiring and advancement based on any legally protected status. Candidates who believe they can contribute to the College community are encouraged to apply.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.