Job Summary

The Administrative Assistant in Academic Affairs is responsible for providing administrative assistance to all faculty members at the University of Utah Asia Campus (UAC). The position serves as a member of the Academic Affairs team, a division under the Chief Administrative Officer, and ensures that the needs of faculty members are met. This position reports to the Associate Dean of Faculty. This is a non-visa-sponsored position, and applicants must already have authorization to work in South Korea. As housing is not provided, only local candidates will be considered.

Responsibilities

Academic Administration

• Assign appropriate classrooms based on finalized class schedules and update information across EMS, CLSS, and prepare hardcopy timetables to post on each classroom door.
• Cross-check classroom arrangements with the Senior Specialist and intern students by visiting each classroom before the semester begins to ensure desks and chairs are set up to the maximum capacity.
• For courses or events that require IGC facilities (ESSF and ART classes), review and share the annual class schedules with IGCF in advance, submit the required application forms with official request letters, and ensure facility rental payments are completed before use.
• Coordinate logistics for course-related field trips, including researching and contacting venues, arranging transportation, and processing related expenses.

Textbook & Course Material Management

• Coordinate textbook and course material preparation each semester, including collecting faculty requests, placing vendor orders, verifying deliveries, and making payments.
• Calculate the textbook fee and report it to the Executive Director of Business Operations.
• Manage e-book and Inclusive Access (IA) Program set-up in collaboration with the main campus bookstore and publishers.
• Oversee textbook distribution for students
• Support faculty with access or integration issues related to IA or digital course materials.
• Inform students about textbook and lab kit fee waiver options, collect approved waiver information, and forward it to the designated Accountant for processing and fee adjustments.

Faculty Support

• Collaborate with HR and the Operations team to communicate housing arrangements and provide settlement information to newly hired international faculty.
• Prepare starter kits for faculty arriving from abroad, containing essential items to assist their initial settlement.
• Arrange and coordinate arrivals to provide logistical assistance to new or visiting (e.g., Summer) faculty from the main campus.
• Work with the Senior Specialist from the UAC Campus Operations to welcome new faculty; escort them to assigned housing and office, provide keys/access cards, and give a brief on-site orientation.
• Serve as the first point of contact for faculty inquiries and concerns; provide information or assistance when possible and refer to the appropriate personnel when necessary.

Event and Logistics Support

• Have regular event meetings to plan, coordinate, and support faculty and student events, working with UAC Operations, IT, and Student Affairs teams.
• Collaborate with the Senior Specialist of the Campus Operations team to hold regular weekly meetings with operation intern students, deliver event-related details, and provide training to ensure their readiness for event support for the following week.
• Manage EMS reservations by checking event requests regularly.
• Process event-related purchases and payments and ensure accurate financial tracking with proper receipts.
• Provide on-site support before or/and during the events to ensure smooth operations.
• Place and manage lunch orders for meetings, orientations, and events as needed.

Finance and Procurement Administration

• Collect, verify, and process invoices and e-tax invoices through ApprovalMax and Docswave.
• Purchase items requested and approved for faculty and department needs, ensuring proper documentation and budget tracking.

Other Administrative Duties

• Other duties assigned by the Associate Dean of Faculty.
• Translate Korean notices received from IGCF into English and share them with faculty to ensure clear and timely communication.
• Regularly collect mail delivered to the first-floor lobby and distribute it to the appropriate offices, including faculty and 8th-floor offices.

Minimum Qualifications

• Bachelor's degree in a related field.
• Minimum of one (1) year of office administrative experience or related customer services experience, preferably within the U.S. higher education system.
• Excellent interpersonal, written, and verbal communication skills.
• Language proficiency: English and Korean (written/spoken)
• Strong intercultural communication, critical thinking, organizational, and problem-solving skills.
• Ability to manage multiple priorities and work collaboratively in a dynamic environment.