Administrative / Staff Positions at JCU

John Cabot University is looking for a candidate to fill the position of Payroll Specialist. The Payroll Specialist will assist the Payroll Manager in the efficient operation of processing payroll for approximately 250 employees, performing duties related to payroll operations, including recording hours of work, processing time records, compiling payroll statistics, maintaining payroll control records, and calculating payrolls, in accordance with Italian labor laws. The ideal candidate is flexible, works well under stress and is able to multi-task, pays attention to detail, and maintains a positive attitude within the JCU Community. 

Major Duties and Responsibilities

• Prepares contracts for new employees
• Follows up the hire procedures with Italian institutions
• Performs orientation to new hires
• Maintains and updates employee information in the Zucchetti Payroll software
• Processes time and attendance records, salaries, and terminations
• Reconciles and pays contributions and tax accounts
• Assists in processing and reconciling annual US and ITA reports (i.e. 1099, W2, CU, 770, etc.)
• Issues administrative letters, assembles and archives personnel files
• Compiles monthly reports regarding overtime/comp time
• Distribute and manages electronic cards online for meal tickets
• Provide payroll information to Staff and Faculty
• Contact and solve issues with Italian institutions (Agenzia Entrate, INPS, INAIL, etc.) 

Required and Preferred Skills 

• Excellent knowledge of the Office package, especially Word and Excel for Windows
• Sharp attention to details
• Good communication skills
• Ability to work well both as part of a team and individually
• Extensive knowledge of the Italian and English language, both written and spoken, is essential
• Knowledge of the Zucchetti Package is preferred
• 5 to 7 years of experience in Payroll is preferred

All applicants must possess valid 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 “Payroll Specialist.”  The search will remain open until filled, though priority will be given to applications received prior to March 16, 2019. 

While we appreciate every application received, note that only short-listed applicants will be contacted. 

John Cabot University is seeking to fill the position of Housing Administration Coordinator. The Coordinator will work closely with the Housing & Residential Life Office Staff and the Director of Housing regarding all office correspondence, housing assignments and inquiries from prospective, current and former students. The Coordinator will also work closely with a team of Resident Assistants to support the overall mission of the office.

Administrative duties:

• Process housing applications for degree-seeking and visiting students as well as other contractual documents
• Create and manage online housing application for upcoming semesters; liaise with technical support re: challenges with the application system.
• Generate customized reports in Excel for internal and external use.
• Organize housing assignments for upcoming semester.
• Manage email correspondence with prospective, current and past students through the office email address in liaison with the other staff members
• Prepare and distribute communication-related to housing assignments, deadlines, and payments to students and study abroad offices of agreement schools and external programs.
• Carry out written correspondence in English and Italian with prospective students and study abroad offices of agreement schools.
• Carry out written correspondence in Italian with a variety of local service providers
• Coordinate the preparation and rental of apartments with third-party vendors for upcoming terms.
• Report to the local Questura re: students living in JCU Housing.
• Collaborate with other internal departments to monitor and follow up on students’ application progress and housing payments.
• Build and maintain relationships with other University offices in order to enhance JCU’s relationship with our partner study aboard offices
• Participate in visits of representatives of other universities and study abroad programs by presenting the housing facilities and services.
• Support the Office of Housing and Residential Life with student orientation.
• Train Resident Assistants in regards to move-in procedures and actively participate in the coordination of the move in of students to designated housing units.
• Provide supervision for the Resident Assistant Program. 

Housing On-call duties:

• Emergency response in situations involving third parties (ambulance, police, fire department). When needed hospitalization, accompany students to ER and provide necessary assistance (translating, supporting, and informing other staff members of appropriate follow up).
• Provide support to security guards and Resident Assistants and collaborate with them to address any concerns they may have (not necessarily emergency related).
• Report any issues in the building and/or students’ behavior that may not have been noticed by other staff members or Resident Assistants. 

Qualifications and Education Requirements

• Bachelor’s degree
• Advanced knowledge of databases (preferably Blackbaud)
• Strong skills in Microsoft Office (Advanced-level Excel, Outlook and Access encouraged)
• Excellent email and verbal communications in both English and Italian
• Strong customer service skills
• Good understanding of Social Media
• Excellent email and verbal communications
• Ability to think strategically and work in a team environment
• Strong analytical thinker, Self-starter with “can-do” attitude 

Preferred Skills

All applicants must possess valid 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 Administration Coordinator”. The search will remain open until the position is 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 Events Manager. The Events Manager will be responsible for coordinating and overseeing all campus events and activities in support of the JCU Community, keeping with the University’s Mission. 

The ideal candidate should have an overall view of all JCU events and assess which ones are of strategic importance to the University in order to promote them effectively to key stakeholders inside and outside of the University.

MAIN DUTIES AND RESPONSIBILITIES:

• Coordinate the execution of public events and activities (Presidential, Conferences, Guarini Institute, among others) from early stages to follow-up, both among internal stakeholders and external suppliers (photographers, caterers, etc.) and the media.
• Liaise with different stakeholders (such as Marketing, Admissions, Web Communications) regarding publicity of major events (social media, live-streaming, website news article, etc.
• Identify which events may be newsworthy and propose press coverage Manage the online event request and approval process for John Cabot University events from all JCU offices and departments; obtain the appropriate approval and coordinate with internal stakeholders to ensure space availability for all the events.
• Manage the online Events Calendar; liaise with Web Communications and other University constituencies to ensure that the website features correct and up-to-date information about forthcoming events.
• Coordinate with Logistic for events; facilitate communication for logistical purposes, including event set-up, between the three campuses.
• Liaise with appropriate offices as needed to facilitate the smooth organization of events and ensure that the event is promoted effectively at JCU (posters, invitations) and outside (mailing lists, Wanted in Rome, contacts with outside associations, etc.)
• Ensure that photos, videos of major events are taken and sent to appropriate internal and external offices in a timely manner.
• Coordinate with customer support of Calendar software Dude Solutions to ensure smooth functioning of the system and collaboration to request changes as required based on University objectives; troubleshooting of the Calendar system. 

QUALIFICATIONS/REQUIREMENTS:

Principle qualities and skills

• Excellent writing and editing skills
• Experience in Project Management
• Problem-solver
• Flexible
• Detail-oriented and accurate
• Takes initiative and is highly collaborative in a dynamic and fluid working environment

Requirements

• Bachelor’s degree
• Three years of work experience minimum (including internships)
• Bilingual English/Italian, both written and spoken

Preferred

• Mother tongue English, fluent Italian
• Experience working in an American university environment, higher education administration
• Experience organizing events 

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 “JCU Events Manager”.  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 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:

 -          Travel to represent John Cabot University in fairs and/or high school visits.

-          Inquiry follow-up and outreach.

-          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

-          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

-          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.

 

QUALIFICATIONS/REQUIREMENTS:

-Demonstrated ability to meet complex goals and collaborate with various individuals or departments on key initiatives.

-Native English speaker with a Bachelor’s degree in Communications, Marketing, or another similar field.

-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 or 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 January 31, 2019.

While we appreciate every application received, note that only short-listed applicants will be contacted.

John Cabot University seeks to fill the position of Database and Alumni Relations Officer to work in the Office of Development and Alumni Affairs. The selected candidate oversees the daily operation of the advancement database (Raiser’s Edge) and is responsible for ensuring the accuracy and integrity of it, including data input and output, technology management, and end-user training and support, reporting directly to the Director of Development and Alumni Affairs.

The selected candidate will provide administrative support to the Director of Development as they work to increase contributed revenue, build relationships with donors and prospects, and increase engagement with alumni and the entire JCU community.

MAIN DUTIES AND RESPONSIBILITIES:

Management of the Constituent Database, including:

-          Data and gift entry

-          Contact reporting

-          Constituent management

-          Running and creating reports

-          Developing and applying procedures to safeguard data security

Stewardship:

-          Donor correspondence

-          Donor acknowledgments

-          Assistance in compiling donor reports and annual reports

Communications (web and electronic), including:

-          Donor appeals

-          Event invitations and correspondence

-          Newsletters

-          Mailing list management

-          Other administrative duties as needed.

 

QUALIFICATIONS/REQUIREMENTS:

-          Bachelor’s degree and prior experience in fundraising.

-          High level of proficiency with donors/alumni databases. Background in Raiser’s Edge program will be an asset.

-          Proficiency in database administration, prospect and constituent management, data imports and exports, developing reports.

-          High level of proficiency with Microsoft Office.

-          High level of proficiency with the English language.

-          Must possess excellent analytical, organizational, and communication skills.

-          Must have knowledge of fundraising process and the concept of donor relations.

-          Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.

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 “Database and Alumni Relations Officer”.

While we appreciate every application received, note that only short-listed applicants will be contacted.