Associate Director of Study Abroad and International Student Affairs

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MISSION

For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world’s most influential artists, designers and scholars.

Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.

S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago Museum, on-campus galleries and state-of-the-art facilities.

SAIC’s undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O’Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.

We offer a competitive, comprehensive benefits package :

• Generous paid time off
• Paid holidays (up to 14 days)
• Medical, dental, and vision insurance
• Generous parental, caregiver, and medical leave benefits
• Competitive retirement plan
• Tuition remission and Tuition Exchange Program
• Great employee discounts
• Complimentary general admission to participating cultural institutions

Salary Grade 8

ABOUT THE DEPARTMENT

The Office of Student Affairs’ mission is supported by a developmentally based philosophy responding to the needs and concerns of the student as a whole person, attending to the individual differences and challenges of each student, and working with each student at their individual level of development.

The Study Abroad office provides students with opportunities to expand their academic and artistic practices beyond SAIC’s campus.

Study Abroad office enhances SAIC’s mission of a community of explorers, learning to live and work meaningfully in a complex, yet connected world by providing advising, advocacy, and resources in support of international education programs and objectives.

Staff members facilitate short-term and long-term study abroad and study away programs as well as support faculty through study trip proposal and execution of the trips.

International Student Affairs provides advising, advocacy, and resources to support more than 1200 international students at SAIC and supports students who remain in the US on OPT or Academic Training.

Staff members provide immigration related assistance, ensure compliance, and advise international students on maintaining their immigration status while studying in the U.S.

ABOUT THE POSITION

The Associate Director of Study Abroad and International Student Affairs (Associate Director of SA & ISA) is a crucial role that will provide support for both Study Abroad and International Student Affairs.

The Associate Director of SA & ISA will serve as a key bridge between the departments and assist in enhancing SAIC's global engagement, supporting faculty-led study trips, supporting the international and exchange student communities.

The Associate Director assists in developing and implementing strategies that advance the school’s internationalization goals, promote cross-cultural understanding, and enhance the global presence of SAIC.

The Associate Director will :

• Serve as the Designated School Official (DSOs) authorized by the Department of Homeland Security (DHS) for international students and the Alternate Responsible Officer (RO) authorized by the U.
• S. Department of State (DOS) to review, issue and sign immigration documents pertinent to students who engage with Study Abroad, scholars, and as a backup for International degree-seeking students;
• Serve on call as one of 2 primary contacts for faculty experiencing crises during study trips in rotation with the Director of Study Abroad;
• and assists in planning and facilitating the mandatory pre-departure faculty / staff health and safety orientation for study trips and department-led trips;
• Dedicate their time primarily to the operations of Study Abroad office (appx. 65% work time) and support initiatives assigned by the Director of International Student Affairs (appx. 35% of work time);
• Manage multiple short-term education abroad / away programs during the academic semesters, winter interim and summer; consult with SAIC faculty, Third Party Provider partners, travel agents, tour companies, museums, transportation providers, hotels, translators, foreign consulates, galleries (etc.
• to develop trips for students to destinations worldwide;
• Manage the support requirements (e.g. legal, physical and mental health, and disability needs) of students and faculty before, during and after study trips;
• Assist in managing the regulatory provisions of federally mandated school-wide advising services to J-1 non-immigrant students and scholars.
• Monitor and report to SEVIS details on exchange students, visiting faculty, and research scholars to ensure individual and school compliance with evolving federal regulations governing their lawful admission, enrollment and employment;
• Issue immigration documents for AIC and SAIC J-1 exchange students, visiting faculty and research scholars; monitor compliance with SEVIS reporting requirements.

Maintain solid working knowledge of the U.S. Code of Federal Regulations specific to J visas; liaise with the following federal agencies : DHS, DOS, U.

• S. Customs and Border Protection, Student and Exchange Visitor Program, U.S. Immigration and Customs Enforcement, and the Social Security Administration;
• Plan and execute programming for international, exchange and study abroad students and staff presentations;
• Assist the Director of International Student Affairs with student records management, SEVIS registration, and outreach to specified student populations (e.

g. graduating students, part-time students, etc.).

RESPONSIBILITIES

Study Abroad and Faculty-led Study Trips responsibilities

• Work with the Director of Study Abroad and Undergraduate Dean to generate, facilitate and support faculty-led study trip proposals and manage the proposal process;
• provide to the Dean's Selection Committee an assessment of marketability and feasibility of proposed trips;
• Collaborate with the Director of Study Abroad to set program fees based on preliminary itineraries and bookings in consultation with study trip faculty;
• establish enrollment goals, create calendar, clarify study trip deadlines and establish promotional strategy;
• Manage individual study trip budgets, faculty Concur reconciliation, payment to providers / independent contractors, etc.
• as needed; structure individual ledger items; monitor international currency fluctuations and trip enrollments for possible impact;
• understand and adhere to AIC's requirements, processes, and deadlines in making payments in the U.S. and overseas via multiple vehicles;
• Manage multiple short-term education abroad / away programs during the academic semesters, winter interim and summer; consult with SAIC faculty, Third Party Provider partners, travel agents, tour companies, museums, transportation providers, hotels, translators, foreign consulates, galleries (etc.
• to develop trips for students to destinations worldwide;
• Assess the effectiveness of study trips, based on program and financial goals and student evaluations; provide annual reconciliation of study trip costs and revenues to the Director of Study Abroad for review;
• provide analysis of student experience and learning to the Director of Study Abroad;
• Oversee and manage SAIC study abroad related scholarships application and distribution, with the Director of Study Abroad, Deans / Division Chairs and SFS identify and award students based on funds availability and eligibility requirement;
• Oversee the print and electronic promotion of short-term study abroad programming to SAIC undergraduate, post-baccalaureate and graduate students;
• Manage the support requirements (e.g. legal, physical and mental health, and disability needs) of students and faculty before, during and after study trips;
• Serve on call as one of 2 primary contacts for faculty experiencing crises during study trips in rotation with the Director of Study Abroad;

and assists in planning and facilitating the mandatory pre-departure faculty / staff health and safety orientation for study trips and department-led trips.

Exchange Program

• As part of the Study Abroad office provide complex advising of incoming and outgoing exchange students while enrolled in their semester / year abroad when academic and / or personal issues and / or crises arise, either in Chicago or internationally;
• Stay up to date with program options, regulatory changes and other related matters at current partner institutions;
• As needed, communicate with exchange partners on behalf of incoming and outgoing exchange students; advise SAIC students on individual study abroad options;

facilitate the enrollment and registration process for both incoming and outgoing exchange students.

Regulatory Immigration Compliance / Student Advising / Health and Safety

• Maintain solid working knowledge of US code of federal regulations specific to J visas; with the Director of Study Abroad, liaise with federal agencies including but not limited to : DHS, DOS, CBP, USCIS, SEVP, and SSA.
• Maintain contact and utilize outside resources with external resources including immigration attorneys, peer institutions, and professional experts to ensure best practices are followed in the advisement of students leaving and coming in for exchange, faculty and visiting scholars;
• Issue immigration documents for AIC and SAIC J-1 exchange students, visiting faculty and research scholars; monitor compliance with SEVIS reporting requirements.

Maintain solid working knowledge of the U.S. Code of Federal Regulations specific to J visas; liaise with the following federal agencies : DHS, DOS, U.

S. Customs and Border Protection, Student and Exchange Visitor Program, U.S. Immigration and Customs Enforcement, and the Social Security Administration;

Reporting and Assessment

• Maintain institutional archive of historical records, photographs and study abroad statistics;
• Oversee accurate and timely maintenance of student records in accordance with SAIC policy. Ensure that these records are stored properly and disposed of properly after the appropriate amount of time;
• Submit annual study abroad and scholar data to IIE's Open Doors survey;
• Assist the Director of Study Abroad in administering a holistic plan to assess the study abroad department and its impact on the student experience, student learning and satisfaction.

International Student Affairs related responsibilities

• Regulatory Immigration Compliance and Student Advising
• Serve as the Designated School Official (DSOs) authorized by the Department of Homeland Security (DHS) for international students to assist as a backup in reviewing, issuing and signing immigration documents pertinent for International degree-seeking students;
• Be familiar with basic F-1 visa requirements and assist the Director of International Student Affairs in advising international students on questions related to maintaining their immigration status during busy times or staff PTO.

Communication

• Write weekly newsletter for international students and manage social media accounts;
• As needed, send targeted communication to specific student populations (e.g., immigration reminders, programming promotions, etc.)

Reporting and record management

• Assist the Director of International Student Affairs with student records management, SEVIS registration and outreach.
• Prepare reports that include but are not limited to IIE's international students Open Doors survey and SAIC I-20 List.

General responsibilities

• Program planning
• Collaborate with the Director of Study Abroad and the Director of International Student Affairs in planning and executing study abroad and international student affairs related programming, including identifying, planning, implementing and evaluating effective educational programs and workshops.

Office management

Order supplies and reconcile expenses for office supplies, catering, etc.

Diversity, Equity, and Inclusion / Anti-Racism (DEI)

• Foster an inclusive environment within staff team and international student community;
• Participate and assist in DEI / Anti-racism initiatives within SAIC and the OSA department, including programming, education and training.

Student Success, Retention and Assessment

• Collaborate with campus-wide retention efforts, addressing individual needs of students studying or planning to study abroad and international degree-seeking students
• Committee / School involvement serve as a Student Affairs representative on a number of campus committees, e.g., Student Support Team, HAPI, Enrichment Committee.
• Assist with Departmental / School programs & initiatives Regularly assist with and attend Student Affairs functions such as Orientation, Graduation and all-school programs.

Serve as a representative of OSA for Admissions Events.

Professional Development

• Stay current on trends and best practices related to study abroad and internal student populations within the context of an urban setting, changing demographics, and federal regulations;
• Stay engaged and up to date with relevant professional organizations (e.g., NAFSA, FORUM, etc) through continuous professional development opportunities (annual conferences, workshops, etc.)

Other duties as assigned

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer;
• Walk to other buildings on campus for meetings and programs; occasional standing requirements include facilitating programs, move-in and move-out, orientation and other large-scale events;
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a copy machine and printer.

QUALIFICATIONS

Successful candidates must have :

• A Bachelor's degree in international affairs, higher education, or related field, Master's degree preferred
• Minimum of 3 years of experience in International Student Affairs / Study Abroad
• Possess solid working knowledge of current Department Homeland Security (DHS) / United States Citizenship Immigration Services (USCIS) regulations, particularly in the context of SEVIS implementation in order to serve as a Designated School Official (DSO) and Alternate Responsible Officer (ARO) required
• U.S. citizenship or lawful permanent residence as required by the federal regulations for certification as a DSO and ARO;
• Possession of valid passport or willingness to pursue one
• Experience working with PeopleSoft and TerraDotta highly preferred;
• Experience studying, living or working abroad preferred;
• Familiarity with SEVIS compliance issues preferred;
• Ability to coordinate the functions required to address the needs of students who are studying abroad and international students studying at SAIC including Residence Life, DLRC, Student Affairs, General Counsel’s office and Dean’s office;
• Demonstrated cross-cultural awareness and excellent written and oral communication skills; demonstrated ability to effectively communicate with students, parents, faculty and staff in both one-on-one as well as group presentation settings;
• Ability to advocate for students who are studying abroad while communicating with SAIC departments to ensure that the policies and goals of SAIC are consistently maintained;
• Detail-oriented approach to managing administrative tasks; proven ability to multi-task in a fast-paced environment;
• Excellent decision-making abilities and the ability to exercise sound judgment, exhibit leadership, and manage complex and sensitive crisis situations;
• Experience in providing a high-level of customer service within a demanding environment to a variety of constituencies, including but not limited to : students, parents, faculty, staff, campus leadership, and external entities;
• Significant experience working within a highly-collaborative environment and ability to effectively create dynamic and strong teams;

Evening and weekend commitments required, some travel may be required.

CLOSING STATEMENT

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship.

The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.

If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply [email protected].

UNION INFO

This position is part of a bargaining unit represented by AFSCME Council 31.

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