Saint Martin's University

5000 Abbey Way SE
Lacey , WA
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Coordinator of Summer Programs & Administrative Services

Saint Martin's University
Lacey, WA Full time
Posted on October 6, 2017

Coordinator of Summer Programs & Administrative Services

Closing date:                    Open until filled
Position title:                   Coordinator of Summer Programs and Administrative Services
Job Type:                           Full-time; Non-Exempt

Position summary

The Coordinator of Summer Programs and Administrative Services plans and coordinates Saint Martin’s Summer Cultural Programs and provides administrative support to the Vice President and Associate Dean of OIPD in areas related to international program development and student services. In addition, the Coordinator of Summer Programs and Administrative Services serves as a Designated School Official (DSO) and Alternate Responsible Officer (ARO).


Essential functions and responsibilities

Summer Programs Coordinator

  • Coordinates cultural programs for visiting groups of students, staff, and/or faculty from sister universities. This includes planning activities, field trips, itineraries, transportation schedules, welcome receptions, farewells, cultural events, and other related activities.
  • Corresponds regularly with sister universities and other exchange programs officials in areas relating to cultural activities schedules, program costs, billing, admission, class schedules & academic requirements, student progress and the issuance of transcripts at the completion of the program.
  • Entertains visiting scholars, chaperones, officials, and administrators as needed. This may include airport pick-up/drop-off, business lunches/dinners, and giving tours of Saint Martin’s, Olympia, Tacoma, or Seattle. The ability and willingness to drive Saint Martin’s vans and shuttles is required.
  • Coordinates the hiring and onboarding of temporary staff and teachers for summer cultural exchange programs. This includes Student Ambassadors, Program Leads, ESL teachers, interpreters, and drivers.

Administrative Services

  • Coordinates meetings of the International Programs Board Committee; takes and prepares minutes of committee meetings.
  • Performs administrative services for the Vice President and the Associate Dean of OIPD, assuming responsibilities for independently assisting in the handling of all administrative functions/details.
  • Assists in planning and scheduling international delegations’ visits to Saint Martin’s University; organizing receptions and welcoming functions appropriate to the visiting delegations or dignitaries.
  • Handles entry visa applications and makes travel arrangements as needed.
  • Completes credit card allocations for the Vice President and the Associate Dean of OIPD.
  • Provides international students a smooth transition from their home countries to the United States; assists with coordinating orientation for international students and scholars; counsels and advises students and scholars on cultural adjustment issues.
  • Collaborates with Campus Life, Residence Life and Office of Intercultural Initiatives in order to provide student activities that integrate our domestic and international student populations.
  • Assists international students to navigate and gain access to university resources and services provided by other offices (e.g. Residence Life, Registrar’s Office, Student Financial Services, Campus Life, Public Safety, academic departments, etc.).
  • Meets with prospective students and assists with international student recruitment including college and high school visits and planning and implementing campus visits for prospective students.
  • Works with other OIPD staff in areas relating to organizing social and cultural activities for international students.
  • Assist with managing the international student medical insurance program.
  • Serves as a Designated School Official (DSO) responsible for coordinating institutional compliance with federal regulations governing international students. Also serves as an Alternate Responsible Officer (ARO) for the J Exchange Visitor program.
  • Creates SEVIS records and issues I-20 (F-1) and DS-2019 (J-1) to qualified international students admitted to attend Saint Martin's University.
  • Registers students in SEVIS at the start of each new academic term.
  • Reconciles, verifies, monitors, and updates data reported to SEVIS. Compiles and analyzes data for reports and publications. Coordinates upgrades to systems as needed.
  • Researches and compiles pertinent data in areas related to international students, the ESL Program, international education development and educational exchange. This includes preparing periodic and ad hoc reports, such as surveys, spreadsheets, charts, lists, forms.


  • Demonstrated excellent public relations and interpersonal skills.
  • Demonstrated understanding of and commitment to international education, diversity, and inclusion.
  • Demonstrated ability to work successfully with international students.
  • Demonstrated ability to work effectively with a wide range of constituents including senior administrators, board members, faculty, staff, students, and alumni
  • Sensitivity to the experience of working / living abroad.
  • Strong interpersonal communications skills and the ability to communicate effectively with co-workers, students and other constituents.
  • Evidence of being highly organized with the ability to work rapidly and under time pressure.
  • Ability to work cooperativity with individuals and with teams.
  •  Strong attention to details.
  • Must be willing to drive a 12-passanger van to transport students/visitors to and from events, upon successful completion of SMU driving certification.
  • Knowledge of SEVIS and experience working with the United States Citizenship & Immigration Services laws and regulations.
  • Must be supportive of a Catholic, Benedictine philosophy of education.

Working Conditions

  • Moves objects (less than 20 pounds) long distances (more than 20 feet).
  • Ability to be mobile campus wide for appropriate business needs.
  • Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
  • Reading, writing, speaking, hearing, standing, bending, sitting.
  • Learning and comprehending.
  • Requires visual concentration on detail.
  • Manual dexterity and precision required for keyboarding
  • Must be able to sit for long periods at a time at a computer
  • May occasionally be required to deal with distraught people.
  • Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
  • Must be able to communicate effectively with people at all levels under stressful conditions.

Requirements / Condition of Employment

  • Bachelor’s degree.
  • U.S. citizenship or lawful permanent residence status, to meet federal DSO and ARO reporting requirements.
  • Must have substantial computer skills and experience using spreadsheets, databases, desktop publishing software, and social media.
  • Ability to prioritize and adapt quickly to sudden changes in priorities. 
  • Outstanding initiative, with ability to work independently with a minimum of supervision.
  • Applies discretion and maintains confidentiality when relaying information.
  • Valid driver’s license and proof of insurance.
  • Knowledge of a second language preferred.
  • Successfully pass a criminal background check.

Application procedures

To be considered for this position, applicants must submit the following to Human Resources at:

  • Application of employment. (MS Word Version)
  • Cover letter specifying interest and how their background has prepared you for this position.
  • Current resume.
  • As part of our recruiting and hiring process, Saint Martin’s University requires final candidates to prepare a brief statement (no more than one page) which highlights how the candidate’s work experience and background will contribute to our Catholic Benedictine mission and vision of Saint Martin’s University.  To better understand the Catholic, Benedictine values in an educational environment, we are providing a link to a well-written article on the subject: . Please bring the statement with you and give it to the search/interview committee.