Administrative Specialist, Center for Global Education

Job Description

Position Description

Offer administrative support to the CGE (Center for Global Education) staff as well as handling a variety of tasks related to the day-to-day operations of the office.

This role has an anticipated start date of January 2026. This role operates on an annual schedule with full-time hours (37.5 per week) during the academic year and reduced part-time hours (18-20 per week) during the summer period.

Responsibilities

• Serve as the initial point of contact for all visitors to Center for Global Education, directing students and faculty to correct staff members and resolving questions or assisting in scheduling.
• Provide general office support and work closely with other units across campus, such as but not limited to R&R, Student Accounts, Business Office, Purchasing and the Dean of Students, Residence Life office.
• Maintain a roster of students studying abroad per academic term.
• Act as the initial CGE course approver in Terra Dotta, reviewing electronic course approval requests and ensuring submitted documentation is correct.
• Maintain Terra Dotta brochure pages (Directory Program updates and keeping non-Directory programs up-to-date on an annual basis).
• Prepare the memos for Study Abroad student billing and paying provide invoices and communicating about special financial aid statuses, such as Petitioned Programs, Tuition Remission, Tuition Exchange, etc.
• Process procurement cards and travel expenses, as needed.
• Receive, process, and notate program deposits in Terra Dotta. Work with the Business Office to organize deposits into the proper program accounts.
• Assist with department budgeting, as needed. Process internal paperwork, such as Journal Vouchers.
• Create memos for student transcripts from their respective study abroad programs.
• Record, track, and pay global grants for faculty and students.
• Maintain a roster of international students, as needed.
• Schedule meeting room reservations and order necessary equipment and refreshment orders; create promotional images in Canva.
• Complete and update the IFSA Affiliate HR Paperwork process.
• Order and maintain office supplies and place printing requests.

Required Minimum Qualifications

Preferred Qualifications

BU Benefits and Perks

20 days of paid time off (vacation and PTO days) per Fiscal year

Comprehensive medical, dental, and vision plans including disability and life insurance programs

10% employer contribution after 1 year of full-time employment

Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.

Covers tuition only

Access to Butler's on-site fitness facility and libraries for full-time staff and faculty

About Us

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges : Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University offers more than just a job-it's an opportunity to join a dedicated, innovative, and supportive community grounded in equity, academic excellence, and meaningful impact. Aligned with Boldly Butler, our strategic plan, faculty and staff play a vital role in delivering transformational learning experiences, enriching our campus and community, and ensuring a thriving Butler for generations to come.

Butler University is an equal opportunity employer. We welcome applications from all individuals, regardless of age, sex, race, religion, color, disability, protected veteran status, national origin, or any other legally protected category.