Coordinator, Study Abroad Program

Requisition # 2020-11617
Date Posted 3 weeks ago(3/13/2020 1:53 PM)
Department
Office of the Dean of College
Category
International and Multicultural Programs
Full-Time / Part-Time
Full-Time

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). Princeton University is a highly selective private liberal arts university with an undergraduate enrollment of approx. 5,200. The Study Abroad office 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 office 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 to deliver a rigorous and appealing Study Abroad Program (SAP) to undergraduates. This person provides coordination for all administrative aspects of SAP; supports the study abroad application and approval; assists with the administration of study abroad actions in the Registrar's system; and overall, maintains accuracy of sensitive student records in several data systems.

 

Additionally, the Coordinator also provides financial-related support, both with regards to SAP's operating budget and individual programs' budgets and operations; assists with researching cost and billing information for 100+ semester-long programs; liaises with numerous offices on campus to distribute student information in a timely and accurate manner; actively contributes to outreach/marketing efforts; co-manages the Study Abroad Fair and all SAP program events; assists with the Global Ambassadors program; recruits and manages student workers; and provides progress reports and data analysis.

Responsibilities

Key responsibilities:

 

Administrative:

  • Coordinates and manages all administrative aspects of the semester study abroad program (SAP), including monitoring the application processes for semester, academic year and summer non-Princeton programs and maintaining accurate student records in several data systems;
  • Fields general inquiries and solves problems associated with SAP
  • Creates individual approval letters for students and parents;
  • Distributes notifications and rosters to numerous depts. Academic departments and offices across campus;
  • Manages logistics for all SAP events (approx. 100/year), including co-managing the SA Fair with Communications
  • Manager and Pre-departure Orientations with SAP team.
  • Provides administrative support to the Assistant Director for the administration of the Incoming Exchange Program, coordinating the application, paperwork, placement, and preparation/intake for, and assistance to, approx. 30 international students from 10 partner institutions

 

Registrar-related duties (assisting the Director, Assistant Director and SAP Advisers with the following Registrar-type functions):

  • Creating Registrar's actions to admit students to the SAP;
  • Collecting, processing and recording the receipt of foreign transcripts for over 200 students/year;
  • Cross-checking completed courses with credit pre-approvals
  • Creating credit transfer and change actions for over 200 students/year through the Registrar's system (PeopleSoft);
  • Entering Adviser notes in Stuview for summer non-Princeton programs;
  • Collecting, monitoring, processing and distributing Junior Independent Work extensions for approx. 150 juniors studying abroad
  • Collecting and distributing post-program evaluations.

Financial responsibilities:

  • Administering Administers payments to overseas universities
  • Providing Provides 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);
  • Submitting student billing information for semester study abroad to Student Accounts for processing;
  • Assisting the SAP Director with monitoring, administering, and reporting on, SAP's Operating Budget and credit card expenses.
  • Assisting the Director in administering and managing a large endowed fund for summer study abroad;
  • Researching the available funds and establishing funding opportunities in the student funding engine (SAFE);
  • Monitoring applications and answering inquiries from students and departments expecting to receive funds.

Qualifications

Required:

  • Bachelor’s degree
  • 4-6 years experience in high-sensitive and high-volume administrative capacities
  • Advanced Experience with Microsoft Word, Excel, PeopleSoft, PowerPoint, SharePoint, Concur/Marketplace, Onbase, Stuview.
  • Proven record of excellent administrative, organizational, and interpersonal skills.
  • Outstanding accuracy of work and impeccable attention to detail.
  • 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.
  • Ability to take initiative and think creatively, including in regards to ways to incorporate technology into administrative processes.

 

Preferred:

  • Experience working with Terra Dotta/GPS.
  • International experience studying, living, or working abroad and/or knowledge of a foreign language.
  • Experience working with undergraduate students in a higher education environment.
  • Knowledge 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

Salary Grade

ADM, 030

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

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