Study Abroad Coordinator, International Studies Abroad

Job description

Study Abroad Coordinator, International Studies Abroad

Job Number: 871
Position Status: Full-time regular
Location: San Diego
Position Type: International Affairs, Staff

Position Title & Department:

Study Abroad Coordinator, International Studies AbroadPosting #


University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The International Studies Abroad Office supports all undergraduate student study abroad programs, and graduate programs in the Kroc School, the School of Nursing, and the College of Arts and Sciences, which are conducted in Africa, Asia, Australia, Europe, Latin America and the Middle East. In addition, the Office serves as a hub of information for all of the graduate and professional student study abroad programs in SOLES, the School of Business and the Law School, well as non-academic units engaged in international experiences. The International Studies Abroad Coordinators will serve as the first contact for the international study programs in the International Studies Abroad Office supporting approximately 1000 undergraduate students going abroad annually. The Coordinators work directly with faculty to assist them in meeting their learning objectives for approximately 50 undergraduate courses that are annually offered abroad. This position provides the necessary administrative functions to offer successful academic programs abroad; coordinates pre-departure preparations including international visa requirements; regularly exercises independent judgment and discretion; supervises student assistants; advises students; promotes the various programs while working with critical deadlines; supports students, parents and other stakeholders when critical situations develop; serves as initial budgetary officer for each of the faculty-led programs under their jurisdiction; conducts overseas site visits as necessary; serves as on-site coordinator abroad as necessary; serves as a translator when necessary. Supervision received from the Director of International Studies Abroad.

Job Duties

  1. Program development and design for international study abroad experiences
    1. Responsible for accurate and current study abroad transfer course evaluations, approved by the Department Chairs and the Core Curriculum Committee, made available to students interested in studying abroad
    2. Continuous program assessment and discuss findings regarding program quality control issues and student/faculty feedback
    3. Assess policies and procedures for accuracy and recommend updates
    4. Ensure new policies and procedures as recommended by Director are in place and operational
    5. Oversees online resources for accuracy and consistency:
      1. Maintenance of the International Studies web site
      2. Maintenance and development of StudioAbroad web site
    6. Problem solve for faculty teaching abroad, Department Chairs, international academic partners and students with regard to the Offices of Student Financial Services, Financial Aid, Housing, Registrar, and Procurement
    7. Work in collaboration with the Director to attend to, and find solutions for, student and parental concerns/complaints
    8. Advise faculty going abroad to provide foundational information and advice for successful program development
  2. Promotes the various programs on and off the USD campus
    1. Develops effective and inclusive marketing materials and events for outreach to students for a variety of programs making sure they are relevant and target the entire campus community
    2. Attends study abroad fairs on and off campus and participate in international education conferences
    3. May serve on committees for on-campus programming
  3. Student advising and activities for pre and post-departures
    1. Available for meeting directly with students advising them on programs that will meet their academic needs
    2. Is sufficiently informed about course requirements and prerequisites at USD and in programs abroad
    3. Works in collaboration with the various academic departments and degree program advisors to assure the course selections assure seamless transferability of courses abroad
    4. Maintains all records related to individual course equivalencies in semester abroad programs
    5. Responsible for review of applications and makes recommendations for status and for potential concerns, and making recommendations for action
    6. Prepares students, faculty and staff for the pre-departure including, but not limited to, visa requirements, cross-cultural issues, safety and wellness, on-site logistics.
    7. Shows discretion in handling personal information for individual applicants and otherstakeholders
    8. Compiles data, generates and edits enrollment reports for continuous improvement and to accurately represent activities of the International Center
    9. Serves as liaison with our partners abroad and each of the international consulates
    10. Maintains and edits program rosters and works closely with the Registrar for accurate registration and transcript reconciliation
  4. Collaborates with international colleagues and constituents in a globally competent,professional manner.
    1. Represents the University globally as the first point of contact with international partner organizations and universities
    2. Contacts international partners as needed to streamline processes, update procedures, and solve any issues that may arise
    3. Obtain reports from international partners and relay pertinent information to Director
    4. Maintain positive and professional working relationships with international constituents
  5. Functions as first point of contact for budgetary issues with short-term faculty-led programs
    1. Projects and monitors expenses for all programs in their portfolio
    2. Conducts fiscal closing with the International Center Budget & Operations Coordinator
    3. Responsible for verifying the accuracy of invoice billing amounts, reconciling receipts as well as cash and per diem advances
    4. Assists with developing short-term and semester budgets for Financial Aid Office and Student Financial Services to ensure correct billing of students and payment of semester tuition to international affiliate programs
  6. Participates in overseas site visits and assists with overseas programs
    1. Travels overseas to serve as on-site coordinator for faculty-led programs, as needed
    2. While overseas, serves as the main point of contact for students, faculty and staff and is on-call 24/7.
    3. Handles emergencies in a responsible and timely manner
    4. Coordinate from abroad with various USD constituents to ensure timely and effective treatment of student/faculty/staff issues
    5. Conducts on-site orientation and assists with coordinating local site-visits as needed
    6. Travels overseas to conduct site-visits of program locations and meet with host institution staff and other representatives as needed
  7. Answers parental questions and concerns especially regarding financial and safety issues
    1. Is responsible for knowing financial aid, student accounting and registration procedures and information at USD
    2. Is knowledgeable about health, safety and medical procedures abroad
    3. Services as an initial point of contact with students, parents and other stakeholders regarding health and safety of students
  8. Collaborates and Coordinates with other Study Abroad Coordinators
    1. Responsible for collaborating with other study abroad coordinators to assure consistency regarding all policies, procedures, deadlines, logistical guides, web pages, communication to students and faculty, etc.
    2. Responsible for reviewing and updating policies and procedures to ensure continuous improvement and communicating these recommendations to the other coordinators and the Director of International Studies Abroad
  9. General office support
    1. Delegates clerical tasks to the front desk staff and supervises student workers
    2. Other duties as assigned to help develop expertise and opportunities for internationalexperiences.
Job Requirements:

Minimum Qualifications

  • Bachelor’s degree required, with preference in related fields (i.e. International Relations, Foreign Languages, Business Administration, etc).
  • Minimum of 2 years work experience in an administrative/executive level atmosphere with knowledge of office functions/procedures, especially related to student advising or a minimum of 3 years of office environment experience.
  • Interest in, and ability to travel internationally

Preferred Qualifications

  • Masters degree in related field is preferred.
  • Second (or third) language ability highly desirable
  • Travel and international experience such as working in an International Center advising international students or domestic students on opportunities for abroad programs desired
Performance Expectations: Knowledge, Skills and Abilities
  • Excellent written and verbal communication skills in English and a second language
  • Ability to regularly exercise independent judgment and discretion
  • Strong proofreading and grammar skills
  • Knowledge of international travel and cultural awareness/sensitivity
  • Ability to maintain high level of confidentiality
  • Excellent computer skills and comprehensive knowledge of modern office practices and procedures (Oracle (training provided), answer multi-line telephones, type professional memos and correspondence, fax, file, photocopy, use a computer, etc.)
  • Knowledge of bookkeeping principles and basic university accounting, purchasing, and travel policies and procedures (some training provided)
  • Proficient in MS Excel, MS Outlook, and MS Word and desktop publishing programs, as well as in the use of scanning equipment.
  • Ability to establish and maintain effective working relationships with other employees, faculty, supervisors, other agencies and the public; Pleasant and professional demeanor
  • Ability to effectively handle multiple tasks concurrently and within a demanding environment; Detail oriented; Strong organizational skills; Ability to follow through with projects
  • Ability to work independently with judgment and thought and capable to prioritize workload with minimal supervision
  • Ability to give professional presentations to small and large groups of people
  • Preference for individual with personal experience in international study

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Posting Salary:

$24.00-$26.00 per hour; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Special Application Instructions:

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]

***Additional Assignment***As part of the application process, please read the following scenarios and upload one Word/PDF document with your answers to both questions.

Scenario 1: You receive an email from a student who is studying abroad in Argentina and experiencing some issues adjusting to life in Argentina. The parent indicates that their student is struggling with the language and with the academic structure. The parent is considering bringing their student back home to the U.S.

  1. Prepare an email response to the parent.

Scenario 2: You have been working with a student regarding a course they wish to take abroad that has not yet been pre-approved by the University of San Diego. In order for this student to receive USD credit for this course, a USD Department Chair must evaluate and approve it. You have reached out to the Department Chair, however he has been unresponsive to your initial email.

  1. Prepare a follow-up email to the Department Chair.
  2. What would your next steps be if that follow-up email to the Department Chair is again unanswered?
Additional Details:

Hours: 40 hours/week

Closing date: May 23, 2019

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: May 16, 2019 Pacific Daylight Time
Applications close: May 23, 2019 Pacific Daylight Time




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Job No:
Posted: 3/6/2019
Application Due: 5/23/2019
Work Type: