The Opportunity

This position provides comprehensive administrative support for the International Operations Headquarters (HQ) Office located in Kaiserslautern, Germany. The Administrative Assistant ensures the efficient day-to-day operation of the office while maintaining compliance with University and Worldwide standards, procedures, and expectations.

The role serves as a central point of coordination between the International HQ office, regional campuses, and Worldwide headquarters. The incumbent supports leadership by managing administrative processes, maintaining documentation and records, coordinating communication, and assisting with operational and event-related activities.

Key Responsibilities / Essential Job Functions

Administrative Coordination & Office Operations

Serve as the primary administrative point of contact for HQ office operations and University policies and procedures
Maintain communication with international campuses and Worldwide headquarters
Coordinate and track administrative deliverables such as continuity binders, equipment inventories, emergency preparedness plans, and campus communications platforms
Ensure consistency with institutional standards across international offices

Executive & Leadership Support

Provide direct administrative support to the Executive Director and leadership team
Coordinate calendars, meetings, and appointments
Prepare reports, presentations, and PowerPoint materials
Compile and organize data for leadership use
Maintain task tracking systems with deadlines and follow-up requirements
Coordinate with vendors for office maintenance and operational needs

Contract Compliance & Reporting Support

Assist with tracking and documentation of Tri-Services contract deliverables
Support data entry, spreadsheets, and reporting functions
Process documentation related to DoD identification cards and foreign travel approvals
Maintain and organize SharePoint files and shared documentation systems

Office Administration & Communications

Perform general administrative duties including mail distribution, filing, data entry, and correspondence
Maintain electronic and physical records in accordance with University standards
Coordinate with external partners and local vendors in Germany
Support office logistics requiring use of a personal vehicle when necessary

Event Planning & Coordination

Coordinate logistics for major events including graduations, training programs, and campus visits
Arrange travel, lodging, transportation, and hospitality services
Liaise with vendors and internal departments to support event execution
Provide operational support for campus-hosted events and official visits
Collaborate with the Chancellor’s Office and other leadership units as needed

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Related Conferences

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Esta es una lista previa...

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Related Conferences

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GSA Annual Meeting 2026

AGU Fall Meeting 2026

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APS Division of Nuclear Physics Meeting (DNP 2026)

68th Annual Meeting of the APS Division of Plasma Physics (DPP 2026)

Joint March Meeting and April Meeting — Global Physics Summit 2027