Assistant International Systems Manager Mansfield Center Administration

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The
Mansfield Center Administration
invites applications for an
Assistant International Systems Manager
to join their team. The Assistant International Systems Manager position is a multi-faceted role at the Mansfield Center, with high impact for international participants as well as stakeholders in the U.S. and abroad. The position works with a wide variety of international exchange programs, both at UM as well as at our partner institutions, serving as one of the first points of contact for exchange program participants and liaising with UM staff, embassy personnel, and external partners. The position requires a diverse skillset, including the ability to manage large volumes of critical international logistics, communicate effectively, and build relationships with participants and partners.
This is a fast-paced position that requires critical thinking skills to make long-term plans, anticipate issues that may arise, and prioritize tasks. The position also requires the ability to problem-solve and act decisively to manage unexpected changes or disruptions to international logistics. The primary focus of the position is to assist the International Systems Manager in preparing roughly 200 participants at UM and 250 at partner institutions for international exchange programs. This entails the collection of relevant information and documents from participants, and coordination with participants and external partners to make travel arrangements. Working under the direction of the International Systems Manager, this position will maintain established UM policies and processing procedures. Managing these logistical processes for a large number of participants from diverse corners of the world requires strong organization, attention to detail, and the resourcefulness to obtain information needed to address unfamiliar situations. As a first point of contact for exchange program participants and a liaison with program partners, this position also requires significant interpersonal and intercultural competence to build trust and maintain professional relationships. As a secondary duty, this position will have the opportunity to support the implementation of UM exchange programs.
Manages and monitors critical logistics for international exchange programs
Compiles all relevant and confidential information regarding international exchange visitors, including immigration, medical, and travel documents
Coordinates with the International Systems Manager and embassy contacts to assist in the processing of U.S. visas
Coordinates with the International Systems Manager and external partners to arrange domestic and international flights and accommodations for program participants
Maintains project documentation to track the status of all international logistics
Assists in writing surveys to collect participant information and in managing survey data collection and organization
Identifies ways to continually refine our UM policies and logistical procedures
Communicates with program participants, embassy staff, and external partners in a professional manner
Addresses changes or disruptions to international logistics
Provides general program management and technical expertise
Organizes program and participant information, utilizing Excel, Submittable, Qualtrics, Word, and Power Point.
Ensures timely and effective customer service to faculty, staff, students, and external partners and works to foster strong relationships with external partners
Ensures accurate and reliable information is available to Mansfield Center staff on international visitors
Helps implement and ensure compliance with all State Department and UM policies and procedures
Manages, maintains, and continuously improves knowledge of alumni contacts and activities
Manages, maintains, and continually improves evaluation instruments, including Qualtrics surveys
Supervises, trains, and supports student employees and interns
Utilizes Trello for project and event management on a daily basis as well as for personal work planning
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
Required Skills
Strong organizational, interpersonal, and problem-solving skills
High level of attention to detail and consistency
Strong analytical and critical thinking skills, including the ability to independently create and actualize ideas and solutions
Ability and willingness to consistently exercise sound judgment
Ability to troubleshoot programmatic or participant issues independently
Ability to manage varied and urgent tasks and to maintain efficient workflow
Strong and varied communication skills required to represent the Center in written, verbal and nonverbal exchanges to ensure the best support to program members including international program participants, student employees, Center administrative staff, other project managers and partners.
Ability to anticipate office and participant needs, take initiative, and motivate others to perform at their highest professional level
Comfortable making complex travel arrangements and able to escort program participants in travel across Montana when required
Ability and willingness to maintain accurate records and maintain strict confidentiality when working with proprietary information
Proven ability to work successfully within a team and with people from diverse international and cultural backgrounds
Demonstrate an understanding of diversity and inclusion in order to support international and domestic program participants and partners of varied backgrounds
Skilled in the use of personal computers, including Excel spreadsheets, PowerPoint presentations, Word documents, and programmatic reports. Demonstrated capacity to learn additional electronic resources such as Qualtrics, Zoom, Trello, Canva, and other UM systems
Ability to drive across Montana on field studies to engage in strenuous travel, such as escorting groups of up to 21 fellows together with one other UM employee on eight-day study tours to other states that might incur up to 15-hour days
Minimum Required Experience
Bachelor’s degree (or equivalent) in addition to two (2) years of closely related experience; or any combination of experience and education that provides the competencies necessary to successfully discharge the duties and responsibilities assigned to the position
Preferred Qualifications
Experience studying or living abroad, or experience domestically with international audiences
Partial or full fluency in a foreign language
Experience making international travel arrangements and making local travel arrangements abroad
Capacity to actively engage in long workdays, including evenings and weekends during program implementation periods, and program sessions and events outside of business hours
About the Mansfield Center and UM
Founded by an Act of Congress in 1983, the Mansfield Center fosters globally minded leaders of integrity in support of democracy and international engagement. We honor Senator Mansfield’s legacy of patriotic statesmanship to bridge divides from a variety of perspectives, unified by our commitment to democracy. Our work emphasizes civil exchanges of ideas from a diverse range of viewpoints, the importance of democratic institutions, and role that ethical values play in public life. Our staff is advised by a bipartisan Board of Advisors and supported by citizens nationwide representing government, business, non-profit, education, service and youth sectors.
The Mansfield Center is committed to creating an environment that encourages, enriches and respects the multidimensional aspects of diversity. Diversity includes, but is not limited to, differences based on race, ethnicity, national origin, religious affiliation or background, sexual orientation, gender, gender identity, age, economic class or status, points of view, or disabilities. The Mansfield Center is committed to recruiting and retaining a team capable of creating a safe, vibrant, diverse, engaging and intellectually stimulating environment.
**MEMBERS ONLY**SIGN UP NOW***. is a unit of the Montana University System with over 10,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000
” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “ The 16 Greatest Places to Live in America” in 2014
. Many national publications recognize Missoula for its high quality of life
. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. **MEMBERS ONLY**SIGN UP NOW***. offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.
To learn more about **MEMBERS ONLY**SIGN UP NOW***., Missoula, and the State of Montana, please visit the links below.
University of Montana
Video: UM Lifestyles
University Highlights
Position Details
Position Title:
Assist. Int'l Systems Manager ( Program Manager
Position Number:
NEW
Department:
Mansfield Center Administration
Work Schedule:
Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm (weekends and evening work may be required depending on program needs), 12 months/year.
Salary:
$18.684/hr
Union Affiliation:
FOCUS-MFPE
Probationary Period:
Six months minimum
Benefits Include
Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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