Study Abroad Services Specialist (Student Services Coordinator)

Job Summary

The Study Abroad Services Specialist will provide administrative support for the Study Abroad Office within the Office of International Affairs.

This position plays a key role in supporting study abroad programs by managing the collection of documentation from program participants which is required by IU policy and in keeping with best practices that support the safety and security of students abroad.

Department-Specific Responsibilities

• Works with program directors to ensure that applications and supporting documentation for program participation are complete, accurate and sufficient for the office to prepare and clear the program for departure.
• Promotes study abroad to the campus community by organizing and leading information tables, class presentations by creating web and print materials, and a variety of other outreach events.
• Develops student emergency cards and program emergency sheets as well managing the insurance issuance for program participants and staff.
• Process post-acceptance documentation for participants. Verify that forms are completed correctly and in their entirety and maintained in accordance with university policy.
• Monitors that students on individualized programs are not traveling to countries under US Department of State travel warnings.

Register students into the appropriate study abroad course.

• Assists students who are having difficulty submitting forms or completing the application processes.
• Follows up with prospective participants to ensure completion of the paperwork by the deadlines.
• Processes student withdrawals from programs by updating the necessary records, withdrawing him / her from the course and contacting the financial aid office to adjust the costs of attendance for the student.
• Processes applications for applicants.
• Verifies that students are in good standing with their home institution, monitor form submission and completion of paperwork.
• Maintains the study abroad website, listservs and event postings and create promotional materials on study abroad.
• Provides support for the safety and security of students abroad. Create emergency cards and sheets for use by student participants, program leaders, hosting schools and the Office of International Affairs.
• Compiles the necessary information from participants and program leaders; researches emergency access information in the host country;

distributes the information to appropriate constituents.

• Manages international insurance issuance for program staff and students, including compiling necessary information from students and program directors;
• determines when it is appropriate to purchase insurance; arranges the insurance purchase; charges students as necessary through the Bursar;

manages the invoices and distributing insurance cards and materials to enrollees.

• Advises prospective study abroad students on program options, application procedures, participation requirements, available scholarships and aid.
• Coordinates routine communication with study abroad program directors regarding the running of their program.
• Tracks the status of scholarship recipient's admission into their chosen study abroad program and submission of acceptance form.
• Tracks the completion of required tasks for scholarship recipients including submission of reflective essays and volunteering for a study abroad activity.

General Responsibilities

Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives.

Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.

• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Provides assistance to student participants, stakeholders, faculty, and / or staff; acts as a resource by analyzing information, providing documentation, and preparing reports.

Accurately maintains electronic records and databases.

• Provides directions, support, and information to student organization representatives and other visitors to the department.
• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• May assist with ordering or creation of promotional materials for student organizations or departmental needs.
• May provide guidance to other Student Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience.

Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

High school diploma or equivalent (such as HSED or GED)

Preferred

Some college education

WORK EXPERIENCE

Required

2 years of experience in an office environment, higher education, or related field

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrated time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Demonstrated ability to maintain confidential information
• Demonstrated customer service skills
• Commitment to working with people of diverse backgrounds and demonstrated cultural competency

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment.

The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

IU Indianapolis campus

Indianapolis, Indiana

Advertised Salary

$40,810.00 annually

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including :

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level : Intermediate

FLSA : Nonexempt

Job Function : Student Services

Job Family : Student Services Generalist

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Posting Disclaimer

This posting is scheduled to close at 11 : 59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.

To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications.

Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status.

Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX.

Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator.

See Indiana University’s Notice of Non-Discrimination here which includes contact information.