Coordinator, Study Abroad Program
Requisition # 2017-7836
Department Dean of College
Category Administrative Support
Date Posted 7/31/2017
Full-Time / Part-Time Full-Time
Application Deadline ..
Princeton University is seeking an administrative Coordinator who will join the Study Abroad Program, part of the larger Office of International Programs. Princeton University is a highly selective private liberal arts university with an undergraduate enrollment of approx. 5,200. The Study Abroad office offers a wide variety of intellectually challenging, culturally enriching and socially diverse academic programs abroad. At Princeton, approximately 200 students yearly study abroad for a semester or year. The Study Abroad office also manages approximately ten Exchange Programs with leading universities worldwide. The office provides support and assistance to other departments/centers offering short-term international programs and also advises students for summer study abroad.
The Coordinator provides coordination for all administrative aspects of the Study Abroad Program; provides support for the study abroad application and approval process and works as part of a team with the Director, Assistant Director and two Advisors to deliver a robust and appealing Study Abroad Program to undergraduates. In addition to managing the application and approval processes in the application management system (GPS) for outgoing students, this individual works with study abroad staff to manage the admission, housing and orientation for the incoming exchange students.
- Coordinates and manages all administrative aspects of the semester study abroad program (SAP), including fielding questions and solving problems associated with the SAP (e.g., insurance, financial aid, Concur registration), creating individual approval letters (which includes billing information) for students and parents, uploading approvals into GPS and Onbase and distributing letters and notifications to relevant offices on campus, creating Registrar's actions to admit students to the SAP, managing pre-departure logistics, monitoring and recording the receipt of transcripts and post-program evaluations. Performs other coordination and management duties as needed.
- Provides administrative support for the Undergraduate Exchange Program (currently approx. 30 students per year): compiles application components for outgoing students to be reviewed and sent to partner institutions, tracks incoming applications in GPS, batches and sends to appropriate departmental faculty, updates admission letter template and required forms to send through GPS to applicants, tracks receipt of forms, works with Davis International Center to secure documents for visas and send them to students, notifies university offices of incoming exchange students, makes arrangements for welcome lunch and all orientation events and sends invitations to students and campus program participants.
- Assists in coordinating the SAP team's timelines and workflows, supports shared efforts and processes, and proactively solicits and collects information and updates from the team members as major deadlines approach. Assists with the recruitment of study abroad returnees to attend information sessions and panels. Recruits work-study students and oversees their cross-utilization from other OIP offices, their performance, and work schedule. Assists with research (for updates of program information in GPS brochures and PowerPoint presentations). Keeps up to date on university processes that are used to maintain student records, e.g., Onbase. Purges SAP files for ODOC protocols. Sets up WASS calendars for the team and for event sign-ups. Manages Senior Check-out Fair.
- For summer courses taken abroad, the Coordinator logs applications on GPS, uploads approval forms and supporting documentation in GPS and Onbase and sends emails confirming course approval to students via GPS, responds to student questions regarding the process for receiving credit, logs approval notes in StuView.
- The Coordinator assists the Director of SAP with monitoring, managing, administering and reporting on the program's operational budget; provides assistance with developing, distributing and reconciling the budgets for specific faculty-led or university-sponsored programs, often in close collaboration with academic departments or other offices; calculates per-student program fees based on information gathered.
- Provides administrative support to the Director for managing the Study Abroad Program's operational budget and individual programs' budgets; researches billing and financial information for 100+ semester-long or year-long study abroad programs; liaises with multiple offices on campus to distribute student information; maintains accurate student records, creates Registrar actions and generates approval letters. Works with the study abroad team on outreach and marketing efforts, co-manages the Study Abroad Fair and other major program events, assists with the Global Ambassador and Global Peer Academic Advising programs. Recruits and manages student workers; updates study abroad materials and provides progress reports as needed; assists with the management, development and testing of GPS.
- Other tasks and responsibilities as needed.
- Bachelor Degree.
- 4-6 years administrative experience in a higher education environment (preferably in an office handling academic services and/or student services).
- Experience in Microsoft Word, Excel, Access, PowerPoint, SharePoint and willingness to learn new online GPS program.
- Proven record of excellent administrative, organizational, and interpersonal skills.
- Excellent accuracy and perfect attention to detail.
- Excellent customer care skills.
- Basic accounting skills.
- Ability to be productive and maintain a friendly, positive attitude in a fast-paced environment.
- Ability to work independently; high sense of accountability and strong work ethics.
- Excellent written and oral communication skills.
- Ability to exercise good judgment and tact in handling sensitive situations involving students and faculty. Ability to recognize and deal respectfully with cultural differences.
- Ability to take initiative and think creatively, including in regards to ways to incorporate technology into administrative processes.
- Ability/willingness to work some evenings/weekends as needed to support Study Abroad events.
- Previous experience working with Terra Dotta/GPS.
- International experience and/or knowledge of a foreign language.
- Knowledge of Drupal.
Application Procedure: Please submit the following documents:
- A cover letter describing how your experience and education meet the requirements of the position; please address each of the required qualifications
- A detailed resume or CV
- Names and contact information for three professional references who are able to evaluate your qualifications for this position (must include at least one direct supervisor)
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW
Standard Weekly Hours
Eligible for Overtime
Essential Services Personnel (see policy for detail)
Physical Capacity Exam Required
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