Program Coordinator - Semester Study Abroad

Position Summary

The Program Coordinator for Semester Study Abroad supports Semester Study Abroad by assisting the Director of Semester Study Abroad with executing programs and events in support of the recruitment, retention, orientation and reentry of semester study abroad students. The Program Coordinator is a member of the Gordon-Zeto Center for Global Education team tasked with providing opportunities and available resources for Spelman faculty and students so they can engage with the many cultures of the world.

This position is a non-remote full-time position.

Essential Duties and Responsibilities

• Conducts information sessions and respond to questions and concerns (in-person/virtual/email) from both students and parents, on Spelman approved programs offerings, requirements, costs, billing, scholarships and deadlines for semester study abroad.
• Works with Director to prepare and develop targeted marketing, social media communications and resources for events, activities and outreach campaigns for students, faculty and staff.
• Provides strong logistical (in-person and virtual) support for Student Abroad activities and semester- based events calendar including information sessions and workshops, open office hours, Fall/Spring orientation, internal and external scholarships, etc. using software tools for scheduling, collaboration and work management. Intensive student contact and follow-up are required to ensure student notification and participation.
• Coordinates in-person and virtual visits of Study Abroad providers, consortium institutions and guest presenters for events, meetings, orientations.
• Processes students’ applications and other paperwork and documentation and keep students informed by online, in-person and/or via social media of necessary information to remain registered as a study abroad participant, informed of housing, pre-departure, in-country and returning student matters, billing, orientation etc.
• Develops systems/database to maintain all records for semester/year study abroad students, including but not limited to Spelman Study Abroad and Scholarship applications, health, safety and insurance forms and documents, external scholarships, transcripts, passports, release & waiver agreements, code of conduct etc.
• Provides yearly summary list of students, majors and programs for Institute for International Education’s Open Doors Report.
• Updates Study Abroad forms, policy/procedures and brochures.
• Monitors budget and expenditures in Banner, prepare departmental and institutional billing statements and invoicing and prepare periodic reports.
• Works with Student Accounts to prepare billing statements and invoicing and ensure appropriate distribution. This process will require follow-up to determine payment upon confirmation of student’s safe arrival to their host country, handling purchases, check requests, program billing, invoicing and payments.
• Sends transcripts of Spelman students to Registrar’s Office for posting to students’ transcript Correspond with representatives from various programs (CIEE, IES, IFSA, CAPA, Arcadia, SIT etc.) regarding student transcripts.
• Creates directory of study abroad program participants for submission to Public Safety each term.
• Performs various administrative and clerical duties which includes ordering office supplies and program materials, catering food, postal services, preparation of checks and invoices.
• Manages the Study Abroad Resource Room which includes ensuring its orderly upkeep, ordering and evaluating the need for inventory and displaying current program materials and catalogs for approved programs and student abroad events and activities.
• Supervises work study/general college students including their training and orientation on the study abroad process for Fall, Spring and Summer students.
• Provides administrative support for the Faculty Study Abroad Committee throughout the year. Prepare and organize materials for The Spelman College Alumnae, Martin Yanuck, JP Morgan Chase, Merrill, Interstudy, Rick J. & Anna l. Mills, Lady Von, Strickland-Cook, etc. scholarship applications. Schedule and coordinate application screenings and/or interviews for scholarship applicants and compile completed applications for Committee review and program provider acceptance.
• Provides administrative support for the Coordinator of Short-term Faculty-led Programs and the Vice-Provost for Global Education on the Center’s initiatives such as faculty-led programs to Ecuador, Japan, Trinidad, Malaga, Oaxaca, Costa Rica etc.
• Provides administrative support for the Coordinator of the International Student Services regarding on-boarding of new international students and other Gordon-Zeto Center’s events and programming.

Required Qualifications Bachelor’s degree and at least two years of experience or a combination of education and experience required. Experience living abroad and/or programming in an academic setting required. Ability to manage complex and multiple tasks with minimal supervision.

This position requires strong student facing experience, communication, and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.

Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and emails. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This work requires the ability to perform intermediate-advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) and experience working with software tools for scheduling, collaboration and work management is a plus. In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, andspreadsheets using formulas, plusthe use of Outlook, Lotus Notes, Banner Financial Module and Internet navigation. Knowledge of study abroad software preferred, e.g. Terra Dotta. Preferred Qualifications Knowledge of the field of Education Abroad and Cross-cultural experience preferred.
Knowledge of study abroad software preferred, e.g. Terra Dotta. Certifications, Licenses, Restrictions NONE Physical Demands While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus. Shift Days % Travel Required 1% - 25% Full Time/Part Time Full-time Work Location/Schedule: This position requires onsite work and is not eligible for remote work. FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date