Job Description:

Coordinator, Study Abroad Prog

US-NJ-Princeton

Job ID: 2024-18961
Type: Full-Time
# of Openings: 1
Category: Financial Services and Procurement

Princeton University

Overview

Princeton University is seeking a Coordinator who will join the Study Abroad Program (SAP), part of the larger Office of International Programs (OIP). SAP 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. SAP provides support and assistance to other departments/centers offering short-term international programs and also advises (and provides significant funding to) students for summer study abroad.

The Coordinator works as part of a team of 5 (a director and three assistant directors) to deliver a rigorous and appealing study abroad program to undergraduates. Provides coordination for all administrative aspects of SAP; supports the administrative aspects of study abroad application and approval processes for outgoing students (semester/academic year, summer) as well as incoming exchange students. Assists with the processing and maintenance of study abroad records in the Registrar's system and transfer of credits from foreign institutions; overall, maintains accuracy of sensitive student records in several data systems. The coordinator provides finance/treasury/procurement/accounts payable support, both with regards to SAP's operating budget and individual programs' budgets and operations (e.g., faculty-led programs), and assists with summer funding in the centralized university-wide student funding system. The coordinator assists with issuing billing and insurance letters for the semester-long programs; liaises with numerous offices on campus to distribute student information in a timely and accurate manner; manages the Study Abroad Fair, Passport Day, and other SAP program events; assists with providing reports, statistics, and analyzing study abroad data as needed (e.g., for the nation-wide Open Doors study abroad report).

Please submit a cover letter along with your resume for full consideration by May 16,2024.

Responsibilities

30%

• 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.

20%

• 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).

20%

Administers the following Finance/Treasury/Procurement/Accounts Payable/Student Accounts responsibilities for SAP:

• 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.

15%

Assists in administering and managing a large endowed fund for summer study abroad (the so-called Dean's Fund, comprised of 16 endowed funds from private donors, funding over 200 student awards each summer):

• 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.

10%

Other administrative responsibilities:

• 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.

5%

Other projects and responsibilities as assigned.

Qualifications

Required:

• 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.

Preferred:

• Previous experience working with Terra Dotta/GPS.
• International experience and/or knowledge of a foreign language.
• 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. KNOW YOUR RIGHTS

PI240045118

Apply Now