Linfield University
Administrative Assistant – International Programs Office
Position Title: Administrative Assistant
Department: International Programs Office (IPO)
Reports To: Director of International Programs
Position Type: Staff, Part-Time (0.50 FTE)
FLSA Status: Non-Exempt
Effective Date: November 1, 2026
Position Summary
The Administrative Assistant provides essential financial and administrative support to Linfield University's International Programs Office (IPO), helping ensure the responsible stewardship of resources that support international education and study abroad opportunities.
This position plays a key role in managing financial transactions, monitoring domestic and international program budgets, coordinating payments to overseas partners, and maintaining accurate financial records. Working closely with the Director and Associate Director of International Programs, university accounting staff, faculty course leaders, and international institutional partners, the Administrative Assistant supports financial planning and daily operations for programs in more than 30 locations abroad.
The Administrative Assistant also assists with budget preparation, expense tracking, and financial reconciliation for January Term off-campus courses, helping ensure that international programs operate efficiently, accurately, and in accordance with university financial procedures.
Primary Duties and Responsibilities
Financial Management and Accounting Support
• Receive, review, prepare, reconcile, and process financial transactions and accounting documents, including accounts payable and receivable, purchase orders, check requests, invoices, payments, and deposits.
• Monitor and maintain multiple operational budgets for the International Programs Office and international study abroad programs.
• Maintain accurate and organized electronic and paper records of financial transactions, expenditures, and account activity.
• Prepare and maintain spreadsheets, financial summaries, accounting reports, and other documents to support budget monitoring and decision-making.
• Coordinate with the university's Accounting Office to ensure accurate processing of payments, account coding, and financial reconciliations.
• Assist IPO staff with daily financial management activities, including reconciliation of university credit card expenses, conference travel expenditures, and professional organization memberships.
• Identify and resolve discrepancies in financial records and transactions in collaboration with appropriate university personnel.
International Program Financial Coordination
• Serve as a primary financial liaison with business offices and institutional partners at study abroad locations, gathering cost information and supporting the annual budget development process.
• Coordinate and process payments to international institutional partners, travel vendors, and other service providers.
• Calculate program fees, prepare billing documentation, and coordinate invoices and wire transfer information with the university's Accounting Office.
• Assist with financial arrangements for select study abroad programs, including housing, leases, contractual obligations, and related payments.
• Maintain and reconcile financial records associated with international partners to ensure consistency with university accounting records.
• Communicate with overseas partners to obtain financial documentation, clarify payment requirements, and resolve billing questions.
Foreign Currency Monitoring and Transactions
• Monitor foreign currency exchange rates and identify fluctuations that may affect international program costs and budgets.
• Assist with evaluating currency trends and potential forward contracting opportunities to support effective financial planning.
• Coordinate foreign currency payments and purchases, as needed, with university accounting personnel and banking representatives.
• Track foreign currency transactions and maintain accurate documentation of exchange rates, payments, and related expenditures.
• Support timely payment of international contractual obligations while following established university financial procedures.
January Term Off-Campus Program Support
• Collaborate with the Associate Director of International Programs and faculty course leaders to develop and monitor budgets for January Term off-campus courses.
• Research historical costs, airfare trends, and anticipated program expenses to assist in establishing annual course fees and travel budgets.
• Prepare and coordinate faculty travel advances and other financial arrangements prior to course departures.
• Track and reconcile faculty travel advances, receipts, and program expenditures following completion of January Term courses.
• Assist in identifying budget variances and maintaining accurate financial records for off-campus programs.
• Provide financial information and administrative support to faculty course leaders throughout the program planning and reconciliation process.
Administrative Support and Collaboration
• Provide general administrative and financial support to the Director, Associate Director, and other International Programs Office staff.
• Prepare reports, correspondence, spreadsheets, and supporting documentation related to office financial operations.
• Maintain effective working relationships with university departments, international partners, faculty, and external vendors.
• Respond to inquiries regarding financial transactions, payments, invoices, and program-related expenditures.
• Handle sensitive financial information with accuracy, professionalism, and confidentiality.
• Perform other related duties as assigned to support the mission and operations of the International Programs Office.
Required Qualifications
• Demonstrated experience in administrative support, bookkeeping, accounting, financial recordkeeping, or a related area.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong mathematical aptitude and ability to accurately process financial transactions, reconcile accounts, and maintain detailed records.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and competing priorities.
• Strong written and verbal communication skills, including the ability to communicate professionally with university personnel and external partners.
• Ability to work independently, exercise sound judgment, and maintain confidentiality when handling sensitive financial information.
• Demonstrated ability to establish positive working relationships and collaborate effectively with individuals from diverse backgrounds.
Preferred Qualifications
• Associate degree or higher in accounting, business administration, finance, or a related field.
• Experience working in a higher education or nonprofit administrative environment.
• Familiarity with university accounting systems, budget management, and financial reconciliation procedures.
• Experience processing international payments, wire transfers, or foreign currency transactions.
• Experience supporting study abroad programs, international education, or cross-cultural administrative operations.
• Advanced proficiency in Microsoft Excel, including spreadsheet development, financial tracking, and reporting.
Knowledge, Skills, and Abilities
The successful candidate will demonstrate:
• A high level of accuracy and attention to detail in financial documentation and recordkeeping.
• Strong analytical and problem-solving skills, particularly in identifying and resolving financial discrepancies.
• Ability to organize, prioritize, and complete assignments within established deadlines.
• Understanding of basic accounting principles, financial controls, and budget monitoring practices.
• Ability to communicate clearly and professionally with domestic and international partners.
• Cultural awareness and sensitivity when working with individuals and organizations across different countries.
• Flexibility and adaptability in responding to changing financial and administrative needs.
• A commitment to providing responsive, professional service and supporting the educational mission of the university.
Work Schedule and Classification
This is a part-time, 0.50 FTE, non-exempt staff position. The position generally works approximately 20 hours per week, with scheduling determined in coordination with the Director of International Programs and the operational needs of the department.
Occasional schedule adjustments may be necessary during peak budgeting periods, January Term program preparation, and financial reconciliation cycles.
About the International Programs Office
Linfield University's International Programs Office provides students with opportunities to expand their learning beyond the classroom through meaningful international education experiences. Through semester and academic-year study abroad programs, January Term off-campus courses, and partnerships with institutions around the world, the office helps students develop global perspectives, intercultural understanding, and lifelong connections.
The Administrative Assistant contributes to this mission by supporting the financial operations and international partnerships that make these transformative educational experiences possible.