Study Abroad Project Coordinator

Project Coordinator

The Project Coordinator, under supervision of the Senior Associate Director, is responsible for coordinating and administering a diverse portfolio of projects and providing central administrative and financial 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, administrative, and financial functions including the preparation of student materials, student and supplier payments, 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. This position is an excellent opportunity to gain experience in a wide range of administrative, financial, and project-based functions in a Study Abroad office that benefits from strong faculty partnerships and institutional support. The Project Coordinator is a full-time, year-round position and may require occasional domestic travel.

Responsibilities

• Works with the Senior 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.
• Oversees the collection of Study Abroad administrative fee deposits, including monitoring payments made through our online system, developing payment plans with students, and following up on delinquent payments as necessary independently.
• Coordinates application processing and records admission decisions.
• Manages withdrawal administration, tracking reasons for withdrawal, 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.
• Oversees study abroad application wait lists, advising students, tracking responses, and maintaining status in database.
• Updates the office's emergency contact information management systems. Creates and maintains emergency contact information for all programs, enrolls participants in State Department registry and in the University-wide travel registry (UChicago Traveler), and sends participation data to Risk Management for insurance purposes.
• Coordinates, maintains, and updates study abroad timelines and calendars used to manage office and project workflow.
• Coordinates the organization of information and information systems in the Study Abroad office, including the design and function of the online applications, suggesting updates and troubleshooting issues under supervision of the Senior Associate Director.
• Coordinates the Summer International Travel Grant and other scholarship application material collection, including answering basic questions and assembling orientation packets.
• Manages all special event planning for the office with the Senior Associate Director.
• Coordinates visits from program representatives, on-site coordinators, and other guests, organizing lunches and campus tours as necessary.
• Coordinates and / or provides input on other special projects as needed, including gathering information for reports and office organization.
• Updates program-specific materials including pre-departure Canvas sites, travel information forms, health questionnaires, language background charts, and other resources with Program Managers.
• Compiles material for program faculty, graduate assistants, and site agents.
• Orders desk copies and assists faculty with Canvas site requests.
• Prepares student and program payments for review by the Operations Manager.
• Schedules and prepares material for Study Abroad meetings.
• With the Dean of Students office, monitors the status of students who are on academic probation each quarter, flagging potential participation issues.
• Records and monitors students' submission of all required program-related documents including fees, travel forms, health questionnaires, waivers, insurance information, passport copies and photos. Follows up with students as needed to ensure all documents are submitted in a timely manner.
• Liaise with campus partners to ensure they have accurate Study Abroad student rosters and registrations at the start of each quarter, such as Registrar, Bursar, Dean of Students, Housing, Risk Management, and Career Advancement, etc.
• Updates site agents with current student information and ensures documentation is shared with the necessary parties.
• Coordinates grade submission by communicating with graduate assistants and other on-site staff. Ensures that all grades have been submitted by the appropriate deadlines each quarter.
• Informs students of study abroad opportunities and grants, answers questions regarding application processes, maintains open office hours, and directs students to relevant Program Managers if necessary.
• Maintains ongoing communication with students about deadlines, missing documentation, and program details before they travel abroad.
• Participates in Study Abroad events, including the Study Abroad Student Fair and Study Abroad Student Advisory Committee meetings.
• Represents the office at domestic conferences, information sessions, and other events, as needed.
• Greets visitors to the office, answers questions, and directs guests to appropriate resources.
• Administers the general Study Abroad email account, responding to inquiries and forwarding communications to other staff members as appropriate.
• Provides administrative support to Study Abroad leadership team, as necessary.
• Records and distributes weekly staff meeting minutes.
• Manages file maintenance for study abroad programs and special projects, including an inventory of archival material.
• Assists in managing Study Abroad databases.
• Collects, distributes, and sends office mail (both USPS and FedEx).
• Receives and organizes materials for students available in the study abroad office.
• Provides input on office procedures to promote consistency and efficiency.
• Assists in administering the international study administrative and program budgets, analyzes funding requests, and sets programs fees for programs. Researches and provides up-to-date information on financial assistance for students studying abroad.
• Contributes to study abroad admissions and registration processes. Assists in setting up new partnerships.
• Advises students on international study and exchange opportunities, including on academic requirements. May advise students participating in international exchange programs with the University.
• Performs other related work as needed.

Minimum Qualifications

Education : Minimum requirements include a college or university degree in related field.

Work Experience : Minimum requirements include knowledge and skills developed through

Certifications :

Preferred Qualifications

Education : Bachelor's degree.

Experience : Background working in higher education. Skilled in project coordination in higher education. Living or working abroad. Working in international education or a Study Abroad office.

Technical Skills or Knowledge : Proficiency in Mac and PC environments. Proficiency in Word, Excel, Outlook, Qualtrics, and on-line organizational tools. Proficiency in online student information and / or application systems.

Preferred Competencies

Working Conditions