Program Coordinator--Study Abroad; Temporary

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Program Coordinator--Study Abroad (Temporary)

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.

• 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 hours students including their training and orientation on the study abroad process for Fall, Spring and Summer students.
• Provides administrative support…