Administrative / Staff Positions at JCU

John Cabot University is searching for a candidate to fill the position of Registrar’s Office Assistant. The position entails assisting the Office of the Registrar in managing and communicating academic procedures and policies for enrolled students. In coordination with and under the supervision of the Registrar, the Registrar’s Office Assistant manages the front line of the daily operations of the Office, responding to questions and concerns, providing customer service to students. 

Essential Duties and Responsibilities

• Management of student academic records (filing and data entry)
• Assisting in the coordination of Degree-Seeking Students’ registration (space availability, files, faculty’s schedules, student enrollment)
• Providing enrollment services, such as letters of enrollment, online registration, certifications, and grade collection/recording
• Organizing Student Advising for both new incoming students and current students; set up of an advising center within the Office to provide students with general academic information
• Providing the Dean’s Office with enrollment information, student information and academic information from the University database (Blackbaud)
• Issuing transcripts on a daily basis, as well as at the completion of each semester/summer session
• Assist in Orientation (placement exams, coordination, presentations)
• Assist with graduation and Commencement Ceremony preparation and execution
• Follow federal compliance ensuring institutional accountability (FERPA and Italian Privacy Laws)
• Other duties as required

Qualifications and Education requirements

• Strong skills in Microsoft Office, general knowledge of databases (Blackbaud)
• Excellent written and verbal communication skills
• Good knowledge of the Italian language
• Excellent customer service skills
• Must be precise and able to multi-task, be a team player, and have great attention to detail
• Must be proactive and willing to take initiative
• Willing to travel if/when required
• Flexibility in working hours, including during weekends when necessary
• Mother tongue English and US undergraduate (B.A.) degree preferred

Office Hours

Monday-Wednesday 9am – 6pm
Thursday – Friday 9am – 5pm 

All applicants MUST possess valid EU working documents in Italy. JCU will not sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with the subject line "Registrar’s Office Assistant." While we appreciate every application received, note that only short-listed applicants will be contacted. Position will be open until filled, with application review commencing on June 10, 2019.

John Cabot University is seeking a candidate to fill the position of Degree Seeking (DS) Admissions Counselor. The DS Admissions Counselor will be responsible for assisting prospective freshman and transfer degree-seeking applicants from US and non-US based high schools and universities. The Admissions Counselor begins working with the student once he or she expresses interest in John Cabot University, and continues working with the student through the application, visa, and pre-arrival processes. This role requires a self-motivated, proactive, and enthusiastic professional who possesses excellent customer service skills. Note that the position requires up to 14 weeks of travel throughout the academic year. 

Main Duties and Responsibilities

Qualifications/Requirements

All applicants must already be in possession of valid and current EU working documents in Italy.  JCU cannot sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with subject line “DS Admissions Counselor”. The search will remain open until filled, though priority will be given to applications received prior to January 31, 2019. While we appreciate every application received, note that only short-listed applicants will be contacted.

John Cabot University is seeking a candidate to fill the position of Student Services Office Assistant. The Student Services Office Assistant provides administrative support to the Student Services department and Student Clubs/Organizations. The Assistant will assist in the coordination and execution of student activities and events that aim to enhance the student life, community building and transition programming at John Cabot University. The assistant will work closely with other Student Life staff to create, plan, market, and facilitate events and initiatives for all JCU students.

Essential Duties & Responsibilities

Customer Service

Event & Initiatives Coordination

Marketing & Promotion

Engagement & Program Coordination

Other

Skills

Requirements

All applicants must already be in possession of valid and current EU working documents in Italy.  JCU cannot sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with subject line “Student Services Office Assistant”.  The search will remain open until filled, though priority will be given to applications received prior to April 15, 2019. While we appreciate every application received, note that only short-listed applicants will be contacted.

John Cabot University, a regionally accredited American university in Rome, is searching for a candidate to fill the position of Reference and Instruction Librarian. The position entails providing instruction and reference services - according to the different levels of knowledge and skills required - to individuals and groups, students, staff and Faculty, developing and delivering services and tutorials that facilitate research and learning at the university. 

Essential Duties and Responsibilities

• Develops tailored classroom instruction in collaboration with Faculty
• Acts as a liaison for at least one Academic Department
• Contributes to the collection development and to the evaluation of the library resources
• Provides both traditional and online reference services including one-on-one research consultations
• Provides library orientation sessions to library patrons
• Uses the library content management system to develop online reference and instructional materials in collaboration with the Reference Librarians
• Contributes to maintain and improve the Library website
• Provides technical support for the learning management system Moodle
• Participates in the daily, nightly and weekend circulation shifts at the Welcome Desk
• Participates in professional conferences and workshops
• Participates in research projects aimed at identifying users' needs and expectations

Qualifications and Education requirements

• Must have an ALA equivalent MLS
• Minimum of two years’ experience in public services/instruction in an academic library
• Strong skills in Microsoft Office, and experience in using content management systems (such as Moodle, Libguides)
• Excellent communication skills in English.
• Must be available to work on weekends and at late hours when necessary.

All applicants MUST possess valid EU working documents in Italy. JCU will not sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with the subject line "Reference and Instruction Librarian". While we appreciate every application received, note that only short-listed applicants will be contacted. The position will be open until filled, with application review commencing on July 1, 2019.

John Cabot University is seeking a candidate to fill the position of Residence Director (RD). The Residence Director is a professional member of the Housing and Residence Life staff under the office of the Dean of Students. The Residence Director is responsible to live onsite in one of the JCU residences and respond to all student emergencies during evening and weekend hours for students in JCU housing. Additionally, the RD will serve as in a leadership role to assist in coordinating Residence Assistant duties and collaborating with Dean of Students, student life, housing, and residence life offices to render student support services. 

Essential Duties & Responsibilities

Emergency response

• Respond to in-housing student emergencies in collaboration with other JCU staff, ICIS Security, and local municipal services.
• Be available to respond, according to a scheduled on-call rotation, to evening emergencies that may require hospitalization, during which time the RD will either coordinate the visit with Salvator Mundi or accompany the student to the ER/clinic personally and supervise treatment of care.
• Follow-up with tangential JCU offices to coordinate sequential care and support.

Residence Life and Housing Leadership

• Assist with the selection, supervision, training, and evaluation of Residence Assistants in their residences in collaboration with the Residence Life Office.
• Supervise and perform the administrative responsibilities of a residence hall, including openings, move-ins, move-outs, closings, staffing the RA office at designated hours each day, and coordinate RA schedules. This also includes assisting with orientation.
• Promote and institute University rules, regulations, and policies; i.e., conduct informal mediation with students having roommate issues, document student misconduct and general student behavioral/policy violations, coordinate with the Dean of Students and Residence Life office on judicial matters.
• Facilitate meetings regarding a student’s overconsumption of alcohol and poor decision making, during which the students would be assigned Check-Up and Choices.
• Maintain the residence hall by promptly and accurately preparing all necessary reports, records, and requests. Refer any unsatisfactory maintenance, custodial or health conditions as appropriate.
• Work with students and residence hall staff members to develop environments that teach students skills in responsible community living and the appreciation of individual differences.

JCU Community Engagement

• Work to support and promote campus activities, services, and resources in collaboration with the other tangential offices under Student Life, including but limited to the offices of Student Services, Community Service, and Immigration
• Participate, when needed, in other JCU large-scale events, like partner-program visits and graduation.

Other

• Participate in weekly team meetings
• Additional programming/project requirements will be determined by the Dean of Students office
• Other duties as assigned

Qualifications

• Perform well under pressure; Crisis management and conflict resolution aptitude
• Understanding of high intensity situations including physical and emotional distress
• Excellent customer service
• Working knowledge of databases (preferably BlackBaud)
• Strong skills in Microsoft Office (especially, Excel, Outlook, Publisher, and Access encouraged) and Maxient
• Excellent oral and written communication skills in English and Italian (both written and spoken) with the ability to translate simultaneously from Italian to English and vice versa
• Experience with public speaking and/or workshop presentations
• Organizational skills, attention to details, and planning skills
• Ability to multitask effectively and coordinate between multiple offices and/or invested partners

Requirements

• Flexible working hours (hours may be irregular)
• Being on-call during weekends and long hours when required (especially during Orientation and Move-In)
• Take vacation outside of housing periods (over Christmas and Ferragosto) but circumstantial exceptions can be made for short-term leave if necessary.
• 1-2  year experience working in Residence Life or Student Affairs
• Must be highly self-motivated, flexible, and a team player
• Live in JCU housing
• Valid EU working documents in Italy
• Fluent English and Italian 

All applicants must already be in possession of valid and current EU working documents in Italy.  JCU cannot sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with subject line “Residence Director”.  The search will remain open until filled. While we appreciate every application received, note that only short-listed applicants will be contacted.

John Cabot University is seeking a candidate to fill the position of Degree Seeking (DS) Admissions Counselor. The DS Admissions Counselor will be responsible for assisting prospective freshman and transfer degree-seeking applicants from US and non-US based high schools and universities. The Admissions Counselor begins working with the student once he or she expresses interest in John Cabot University. This role requires a self-motivated, proactive, and enthusiastic professional who possesses excellent customer service skills. This role may require travelling if necessary throughout the academic year.

Main Duties and Responsibilities

• Inquiry follow-up and outreach in coordination with the marketing office.
• Ensure timely and appropriate admissions information is provided to applicants to move them through the enrollment cycle.
• Prepare and process forms, records and reports associated with daily operations of the Admissions office, using BlackBaud, MS Word and Excel, in addition to responding to shifting priorities as needed
• Provide visa guidance and issue visa documents to students in a timely manner.
• Conduct campus tours, run Open Houses, and work at orientation when necessary.
• Help in the organization of Admissions events such as the Ambassadors’ Luncheon and the Counselor fly-in
• Travel to represent John Cabot University in fairs and/or high school visits.
• Adhere to FERPA regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents in the Admissions office
• Perform other duties as assigned.

Qualification and Education Requirements

• Native English speaker with a Bachelor’s degree in Communications, Marketing, or another similar field.
• Demonstrated ability to meet complex goals and collaborate with various individuals or departments on key initiatives.
• Excellent interpersonal, written and oral communication skills.
• Experience planning, advertising, and executing events.
• Demonstrated competency in organizing data and preparing reports.
• Demonstrated proficiency with Microsoft Office Applications (MS Word, Excel and Power Point) and familiarity with integrated management systems.
• Ability to work with an ethnically and culturally diverse office environment.
• Demonstrated ability to efficiently and effectively solve problems, and initiate and implement projects independently.
• Excellent data entry skills.
• Ability to work some evening and/or weekends.
• One to two year experience in same or similar field is preferable.

All applicants MUST already be in possession of valid and current EU working documents in Italy.  JCU cannot sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with subject line “DS Admissions Counselor”. The search will remain open until filled, though priority will be given to applications received prior to July 19, 2019. While we appreciate every application received, note that only short-listed applicants will be contacted.

John Cabot University is seeking a candidate to fill the position of Housing Operations Associate. The Housing Operations Associate is responsible for managing the day-to-day functions, maintenance, and special projects in student housing under the direct supervision of the Housing Operations Coordinator. The position requires direct contact with students, staff, and external providers, all handled with a high level of customer service and responses.  Under the supervision of the Housing Operations Coordinator, the candidate will collaborate with the Office of Housing to ensure the services in maintenance, cleaning and inventory are up to the University housing standards.   

Main Duties and Responsibilities

• Manage and respond to maintenance requests from students in both residences and Independent apartments via in-person, email or by phone in a timely manner.
• Schedule maintenance appointments and communicate said appointments between the students and the providers.
• Liaise with other university offices and external service providers to ensure students receive full support for apartment use and maintenance.
• Liaise with external providers to ensure that all the apartments meet the JCU Housing standards.
• Work closely with cleaning and maintenance staff to ensure smooth and effective operations.
• Follow up with cleaning and maintenance staff to ensure daily tasks are completed.
• Participate in student check-in and check-out procedures (overtime required during these periods).
• Organize and maintain key inventory for all apartments and process replacement IDs and keys when necessary (updating records and student forms).
• Assist the Operations Coordinator in the managing and tracking of operational and maintenance duties.
• Provide general clerical support and data processing for the Operations Coordinator
• Maintain petty cash, receipts and supply orders
• Support other requested housing activities to ensure high levels of service standards and a safe living/learning environment
• Work closely with a team of Resident Assistants for support and training.
• Coordinate with the Housing Director and the Operations Coordinator for vacations, extra-time, days of leave, etc.
• Other duties as assigned

Qualifications and Requirements

• Excellent customer service
• Excellent oral and written communication skills in both English and Italian
• Working knowledge of databases (preferably BlackBaud)
• High level of organization, attention to detail, and planning skills
• Ability to multitask effectively
• Perform well under pressure
• Highly self-motivated and self-starter
• Advanced level in Microsoft Office and data management
• Good understanding of record-keeping and inventory control
• Ability to train and co-supervise student workers
• Familiar with emergency response procedures

All applicants MUST already be in possession of valid and current EU working documents in Italy.  JCU cannot sponsor candidates for working visas in Italy for this position. Please send your (ENGLISH only) CV and cover letter to [email protected] with subject line “Housing Operations Associate”. The search will remain open until filled. While we appreciate every application received, note that only short-listed applicants will be contacted.