Coordinator, Study Abroad Prog
Princeton University
- Princeton, NJ
- Permanent
- Full-time
- Coordinates and manages all administrative aspects of the semester Study Abroad Program (SAP), including monitoring/auditing the application processes/timelines for semester/academic year and summer non-Princeton programs, maintaining accurate student records in several data systems (GPS, OnBase), and uploading official documentation in those systems in a timely manner;
- fielding general inquiries from students and departmental administrators and solving problems associated with SAP (e.g., insurance, travel tracking registration, processes, protocols, deadlines, etc.);
- Creating individual approval letters (which includes billing information) for students and parents;
- Distributing notifications and rosters to numerous academic departments and offices across campus;
- Managing logistics for SAP events, including co-managing the SA Fair and Passport Day with the communications manager, and the pre-departure orientations with the SAP team.
- Performs other coordination and management duties as needed.
- Assists the director with the following Registrar-type functions: creating Registrar's actions to admit students to the SAP;
- Collecting, soliciting, monitoring, processing and recording the receipt of foreign official transcripts for over 250 students/year (including semester/summer);
- Creating credit transfer and change actions for over 250 students/year through the Registrar's system (PeopleSoft); collecting, monitoring, processing and distributing updates about Junior Independent Work extensions for the juniors studying abroad (for which frequent outreach to department administrators is key).
- Payments to overseas universities and onboarding of foreign vendors;
- financial and administrative support for faculty leading Princeton programs abroad (both semester-long, and short-term), including Concur assistance, credit card reconciliations, payment of invoices, cash advances, and reconciliation of budget projections post-return;
- Student billing (submits 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, pulling regular reports and making projections for expenditures.
- Researches the available funds and establishes funding opportunities in the student funding engine (SAFE);
- Monitors applications and answers inquiries from students and departments expecting to receive funds;
- Maintains a dynamic spreadsheet with fin. aid percentages/eligibility, program costs, suggested awards and award adjustments;
- Makes, pays, and reconciles awards;
- Communicates with students and Student Accounts office regarding non-compliance;
- Assists with collecting thank-you letters for donors from the students.
- Assists with gathering and analyzing SAP and campus-wide data, statistics, and trends, most notably for the annual Department of State-sponsored Open Doors Report for International Education;
- Writes minutes for the SAP staff meetings;
- Maintains and purges documents as per university policies;
- Maintains and frequently updates spreadsheets to track the status of a variety of processes;
- Documents the details of processes and workflows;
- Monitors the general SAP email account and addresses/dispatches questions as needed;
- Orders office and other supplies for the SAP team.
- Bachelor’s degree.
- 4-6 years administrative experience in a higher education environment (preferably in an office handling academic services and/or student services).
- Experience in Microsoft Word, Excel, Access, PowerPoint, SharePoint and willingness to learn new online GPS program.
- Proven record of excellent administrative, organizational, and interpersonal skills.
- Excellent accuracy and perfect attention to detail.
- Excellent customer care skills.
- Basic accounting 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.
- Excellent written and oral communication skills.
- Ability to exercise good judgment and tact in handling sensitive situations involving students 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.
- Ability/willingness to work some evenings/weekends as needed to support Study Abroad events.
- Previous experience working with Terra Dotta/GPS.
- International experience and/or knowledge of a foreign language.
- Knowledge of Drupal.