Study Abroad Project Coordinator

Job description

Hyde Park Campus

10418 Study Abroad

About the Unit
The College Study Abroad office oversees a dynamic and growing portfolio of undergraduate international education programs, which are a distinctive and sought-after component of the undergraduate experience. Through a diverse range of faculty-led programming in Europe, Asia, Africa, Latin America, and the Middle East, College students can fulfill general education and major requirements in a variety of disciplines in stimulating international locations. In addition to facilitating our signature faculty-led programs, the Study Abroad office supports exchange programs through our international partners and consortia memberships, as well as a number of student grant programs. The College also oversees the University of Chicago's Center in Paris, which hosts 15 undergraduate study abroad programs, along with faculty and graduate student research programs, scholarly conferences, and public events. Together, these initiatives demonstrate the College's strong commitment to international education as an essential and integrated part of the undergraduate curriculum, and the Study Abroad office serves a central role in supporting that mission.

Job Information

Job Summary:

The Study Abroad Project Coordinator, under direct supervision of the Associate Director, is responsible for coordinating and administering a diverse portfolio of projects and providing central administrative support for the Study Abroad office. The Project Coordinator is the first point of contact for all constituents who interact with the Study Abroad Office via email, walk-in, or on the phone, including students, faculty, staff, parents, and other University visitors. In addition to managing front-line communications, the Project Coordinator provides key support on a range of project-based and administrative functions including the preparation of student materials, information management, data tracking, statistical report preparation, event assistance, and liaising with campus partners and on-site staff to ensure accurate information is provided and received in a timely manner. The Project Coordinator should be both meticulous and flexible, and must be able to manage a range of short- and long-term projects. The Project Coordinator must also be able to work cooperatively with coworkers, international partners, staff from other units of the University, faculty, and students. The Project Coordinator is a full-time, year-round position and may require occasional domestic travel.

Responsibilities: (may perform all or a combination of the following):

Study Abroad Project Coordination, 60%

  • Work with the Director and Associate Director on the preparation and analysis of Study Abroad statistics and reports, including application and participation trends over time (of all students and various subsets of students), and industry benchmarking surveys.
  • Independently oversee the collection of Study Abroad administrative fees, including monitoring payments made through our online system, developing payment plans with students, and following up on delinquent payments as necessary.
  • Coordinate application processing. Import online application data into the FileMaker Pro database, print, organize and file all applications, request/collate transcripts, and record admission decisions.
  • Manage withdrawal administration, tracking reasons for withdrawal, maintaining and updating the withdrawal database, communicating accurate participation details to other campus partners, and following up with students to collect partial and full program fees owed to the Study Abroad Office.
  • Oversee study abroad application wait lists, advising students, tracking responses, and maintaining status in FileMaker Pro database.
  • Responsible for the office's emergency contact information management systems: create and maintain emergency contact information for all programs, enroll participants in State Department registry and in the University-wide travel registry (UChicago Traveler), send participation data to Risk Management for insurance purposes.
  • Coordinate, maintain, and update study abroad timelines and calendars used to manage office and project work-flow.
  • Under supervision of the Associate Director, coordinate the organization of information and information systems in the Study Abroad office, including the design and function of the website and online applications, suggesting updates and troubleshooting issues.
  • Coordinate the Summer International Travel Grant and other scholarship application material collection, including promoting the grants, answering basic questions, and assembling applications and orientation packets.
  • With the Associate Director, manage all special event planning for the office.
  • Coordinate visits of program representatives and on-site coordinators, organizing lunches and campus tours as necessary.
  • Manage and/or provide input on other special projects as needed, including study abroad photo contest, preparation of brochures and information sheets, gathering information for reports, and office organization.
  • Provide input on Study Abroad website, application, and database design and updates.

Study Abroad Program Support, 20%
  • With Program Coordinators, update program-specific materials including student handbooks, travel information forms, health questionnaires, language background charts, and other resources.
  • Compile material for program faculty, graduate assistants, and site agents.
  • Schedule and prepare material for Study Abroad meetings.
  • With the Dean of Students office, monitor the status of students who are on academic probation each quarter, flagging potential participation issues.
  • Record and monitor students' submission of all required program-related documents including fees, travel forms, health questionnaires, waivers, insurance information, passport copies and photos. Follow up with students as needed to ensure all documents are submitted in a timely manner.
  • With the Associate Director, liaise with campus partners to ensure they have accurate Study Abroad student rosters and registrations at the start of each quarter (e.g. Registrar, Bursar, Dean of Students, Risk Management, Career Advancement, etc.).
  • Update site agents with current student preparation information and ensure documentation is sent to the necessary parties.
  • Coordinate grade submission for majority of programs by communicating with Graduate Assistants and other on-site staff. Ensure that all grades have been submitted by the appropriate deadlines each quarter.

Student Preparation and Representation, 10%
  • Inform students of study abroad opportunities and grants, answer questions regarding application processes, maintain open office hours, direct students to relevant Program Coordinators if necessary.
  • Maintain ongoing communication with students about deadlines, missing documentation, and program details before they travel abroad.
  • Participate in the annual Study Abroad Student Fair and the quarterly Study Abroad Student Advisory Committee meetings.
  • Represent the office at domestic international conferences or events, as needed.

General Office Administration, 10%
  • Greet visitors to the office, answer questions, and direct guests to appropriate resources.
  • Administer the general Study Abroad email account, responding to inquiries and forwarding communications to other staff members as appropriate.
  • Record and distribute weekly staff meeting minutes.
  • Manage file maintenance for study abroad programs and special projects, including an inventory of archival material.
  • Assist in managing the study abroad database (currently maintained in FileMaker Pro).
  • Collect, distribute and send office mail (both USPS and FedEx).
  • Receive and organize materials from schools and providers, and maintain a library of such materials for use by students and staff.
  • Provide input on office procedures to promote consistency and efficiency.

Required Competencies:
  • Excellent verbal and written communication skills, including the ability to convey the appropriate tone for different audiences, such as students, faculty, parents, staff, and international partners
  • Diplomatic and professional demeanor at all times
  • Detail oriented
  • Highly organized
  • Ability to identify priorities and meet deadlines
  • Ability to perform multiple tasks accurately, even during periods of frequent interruption
  • Discretion with sensitive and confidential matters
  • Ability to maintain accurate database systems and produce statistical reports
  • Ability to represent the University in a professional manner
  • Strong sense of teamwork
  • Ability to take initiative to complete tasks and work both independently and cooperatively
  • Responsive to direction from supervisors
  • Ability to handle stressful situations and remain calm under pressure
  • Critical thinking and reasoning skills

Pay Range: $19.37- $28.36

Additional Requirements

Education, Experience, and Certifications:

  • Bachelor's degree required

  • At least 2 years of experience working in higher education required
  • Experience in project coordination in higher education preferred
  • Experience living or working abroad preferred

Technical Knowledge or Skills:
  • Proficiency in Mac and PC environments
  • Proficiency in Word, Excel, Outlook, FileMaker Pro, Qualtrics, and on-line organizational tools

Working Conditions and Physical Requirements:
  • Office environment
  • Ability to perform all tasks related to working with a computer, telephone, and standing at a photocopier for extended periods of time
  • Fast-paced environment
  • Ability to lift up to 25 lbs.
  • Ability to push carts with up to 40 lbs. of material
  • Ability to sit at a computer for 4-6 hours
  • Ability to bend, reach, and lift boxes of paper materials
  • Walking across campus, between building floors and offices regularly
  • Climbing up to 5 flights of stairs
  • Occasional domestic travel

Required Documents:

All required documents must be submitted to be considered for this position
  • Resume
  • Cover Letter
  • Reference list

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application

Benefit Eligibility

Pay Frequency

Pay Range
Please refer to Additional Requirement above to see the pay ranges

Scheduled Weekly Hours

024- Local 743, I.B.T. Clerical

Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Remove from Posting On or Before

Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

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Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 4/14/2018
Application Due: 4/24/2018
Work Type: