Coordinator, Study Abroad Program

US-NJ-Princeton

Job ID: 2021-13848
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

Princeton University is seeking an administrative Coordinator who will join the Study Abroad Program (SAP), part of the larger Office of International Programs (OIP). The Study Abroad program 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 programs 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 works as part of a team of 5 (Director, Assistant Director, Assistant Director for Faculty-led Programs, and one Adviser) to deliver a rigorous and appealing Study Abroad Program (SAP) to undergraduates. The ideal candidate would demonstrate exceptional attention to detail, excellent organizational and communication skills, and an ability to work well in a team in a dynamic office.

Please submit a resume and cover letter. Full consideration will be given to applications submitted by January 30, 2022.

Responsibilities

The Study Abroad Coordinator will manage all administrative aspects of the semester study abroad program (SAP), including monitoring/auditing the application processes/timelines for semester/academic year and summer non-Princeton programs and maintaining accurate student records in several data systems; fielding general inquiries and solving problems associated with SAP (e.g., insurance, travel tracking registration, etc.); creating individual approval letters for students and parents; distributing notifications and rosters to numerous depts. and offices across campus; managing logistics for all SAP events, including co-managing the SA Fair with Communications Manager and Pre-departure Orientations with SAP team.

The selected candidate will assist the Director with the following Registrar-type functions: creating Registrar's actions to admit students to the SAP; collecting, soliciting, monitoring, processing and recording the receipt of foreign official transcripts for over 200 students/year; creating credit transfer and change actions through the Registrar's system (PeopleSoft); collecting and organizing post-program evaluations.

The Coordinator will also administer the following Finance/Treasury/Procurement/Accounts Payable/Student Accounts responsibilities: 1) Payments to overseas universities; 2) financial and administrative support for faculty leading Princeton programs abroad, including Concur assistance, credit card reconciliations, payment of invoices, cash advances, and reconciliation of budget projections post-return; 3) student billing: submits student billing information for semester study abroad to Student Accounts for processing; 4) assisting the SAP Director with monitoring, administering, and reporting on, SAP's Operating Budget and credit card expenses.

An important area of support will include assisting the Director/Assistant Director for Faculty-led Programs in administering a large endowed fund for summer study abroad (the so-called Dean's Fund for summer study abroad): researching the available funds and establishing funding opportunities in the student funding engine (SAFE); monitoring applications and answers inquiries from students and departments expecting to receive funds; maintaining a dynamic spreadsheet with fin. aid percentages/eligibility, program costs, suggested awards and award adjustments; making, paying, and reconciling awards.

Other administrative responsibilities of the Study Abroad Coordinator will include: support to the Assistant Director for the administration of the Incoming Exchange Program; 2) training and supervising one or more student workers; 3) assisting with gathering and analyzing SAP and campus-wide data, statistics, and trends, most notably for the annual Department of State-sponsored Open Doors Report for International Education; and 4) other emerging projects and responsibilities as assigned.

Qualifications

Requirements:

• Bachelor’s degree
• 4-6 years experience in highly sensitive and high-volume administrative capacities, preferably in higher education
• Outstanding accuracy of work and impeccable attention to detail
• Proven record of excellent administrative, organizational, and interpersonal skills
• Advanced Experience with Microsoft Word, Excel, PeopleSoft, PowerPoint, SharePoint, Concur/Marketplace, Onbase, Stuview
• Advanced accounting/finance 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
• Ability to maintain confidentiality
• Excellent written and oral communication skills
• Ability to exercise good judgment and tact in handling sensitive information and situations involving students, parents and faculty. Ability to recognize and deal respectfully with cultural differences.

Desired skills or experience:

Ability to take initiative and think creatively, including in regards to ways to incorporate technology into administrative processesExperience working with Terra Dotta/GPSInternational experience studying, living, or working abroad and/or knowledge of a foreign languageExperience working with undergraduate students in a higher education environmentKnowledge of Drupal

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

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