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Administrative Coordinator (CL-1)

Apply now Posting Number: 493164
Type of Position: Full-time
Location: Poughkeepsie, NY
Categories: Office Support

Position Title:

Administrative Coordinator (CL-1), International Student Services

Department/ School:

Academic Affairs

Job Summary:

The Office of International Student Services is seeking an Administrative Coordinator to assist with day-to-day operations and to process the Lorenzo de' Medici (LdM) third-party transactions. The position would provide specialized office support to the current staff. The person would assist in data processing and record maintenance. The person would be responsible for organizing a number of key events (orientations, Meet and Greet) that the office provides annually.

Minimum Qualifications:

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/ clerical work or any combination of training, experience and education sufficient to indicate an ability to perform the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite. Other qualifications include excellent communication, interpersonal skills, and superior customer service skills. Ability to run ARGOS reports is required. Ability to work occasional evening hours and overtime is also required.

Requisite Skills:

3C-Advanced Calendar Management

Consistently demonstrates ability to manage calendar (tasks, meetings, events, schedules, correspondence) of supervisor and/or department, schedule meetings without consultation with supervisor, and notify participants

5C-Advanced Written Communication

 Consistently demonstrates ability to create complex correspondence with speed and accuracy. May be required to communicate or respond independently, utilizing advanced knowledge of supported word processing software

6C-Advanced Office Organization

Consistently demonstrates ability to independently manage operational aspects of the office including time management, event supervision, project timelines and confidential papers. Consistently demonstrates ability to file documents and records using complex filing procedures, as well as strong knowledge of retention policies.

7C-Advanced Record & Data Processing

Consistently demonstrates ability to process forms and records and generate reports utilizing systems. Demonstrates ability to independently investigate and resolve complex problems such as missing or inaccurate data. Consistently demonstrates extremely strong attention to detail.

9C-Advanced Auditing and Data Reconciliation

Consistently demonstrates ability to reconcile records for accuracy and integrity. May need to create and track budgets or purchase orders. Errors are located using extremely keen attention to detail. Errors committed are of great severity, and overall risk to the institution.

15C-Advanced Interpersonal Communication

Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternate courses of action.

16C- Advanced Judgment

Consistently demonstrates ability to reference operational procedures within the department on diversified projects and situations requiring independent assessment.

Essential Functions:

Serve as initial contact over the phone, in person and online, for students, parents, faculty, staff and the public. Answer questions as able or refer inquiries to appropriate person

  • Responsible for data processing and record maintenance
  • Process the Lorenzo de' Medici (LdM) third-party transactions
  • Organize key events (orientations, Meet and Greet) that the office provides annually
  • Schedule appointments and maintain staff calendars
  • Screen and prioritize office mail 
  • Create correspondence on behalf of dean and department
  • Proofread documents
  • Input data into department computer system (information may be of a confidential nature)
  • Process information, including faculty contract preparation
  • Complete or oversee office purchases
  • Reconcile information such as financial records, travel expenses, etc.

Review and manage department budget including Professional Development Funds, as assigned

Preferred Qualifications:

Experience working in higher education and an Associate’s degree are preferred.

Required Application Documents:

Cover Letter, Resume, & Three Professional References.

About the Department and School:

The Office of International Student Services offers a range of support services for both undergraduate and graduate students who come to Marist College from abroad. Programs include an intensive orientation program for new students prior to the start of classes each semester. Orientation is designed to introduce new students to the campus, its students, faculty, and staff, and to familiarize them with the academic policies and procedures of Marist, and applicable rules and regulations of the United States government. Students should plan to arrive on campus approximately one week before classes begin in order to participate in orientation.

Additionally, the office provides on-going academic, social, religious, and cultural support for all international students. Programming often includes seminars about OPT and CPT, student health insurance, tax preparation, and writing tutorials. Finally, we are always eager to celebrate the richness of our diverse traditions. The Marist International Student Association (MISA) enthusiastically plans celebrations for Diwali, Iftar, and Christmas, just to name a few.

About Marist College:

Located on the banks of the historic Hudson River and at its Florence, Italy campus, Marist College is a comprehensive, independent institution grounded in the liberal arts. Its mission is to “help students develop the intellect, character, and skills required for enlightened, ethical, and productive lives in the global community of the 21st century.” Marist is consistently recognized for excellence by The Princeton Review (Colleges That Create Futures and The Best 385 Colleges), U.S. News & World Report (10th Best Regional University/North, 5th Most Innovative School/North), Kiplinger’s Personal Finance (“Best College Values”), and others. The College is top-ranked for long-term study abroad (#4 in the U.S.) by the U.S. State Department’s Open Doors report. Marist educates more than 5,000 traditional-age undergraduate students and 1,400 adult and graduate students in 47 undergraduate majors and numerous graduate programs, including fully online MBA, MPA, MS, and MA degrees, and also Doctor of Physical Therapy and Physician Assistant programs. To learn more, please visit

Type of Position:

Full Time



Months per Year:


Work Schedule:

Monday-Friday, 8:30 AM-5:00 PM

Hours per Week:



Marist College main campus, Poughkeepsie, NY.

Number of Positions Openings:


Equal Employment Statement:

Marist College is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the College will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under-represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The College will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The College will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the College. It shall be considered a violation of College policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist College on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.








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