Study Abroad Operations Coordinator

Department

College Study Abroad

About the Department

College Study Abroad

Job Summary

The Study Abroad Operations Coordinator joins a collegial and collaborative office as a subject matter expert on University financial systems administration (Oracle, Orbit, and GEMS/Concur) and ensures reconciliation practices meet University policy. Prepares expenditures, projections, and reconciliation of program and office funds. Serves as a liaison to Shared Services and communicates with graduate and undergraduate students regarding the processing of payments and reimbursements. Supports the Operations Manager and Senior Associate Director on the development and submission of budgets. The ideal candidate will have experience with budgets, managing financial tasks, and an interest in study abroad and higher education administration. The Operations Coordinator must also be able to work cooperatively with coworkers, international partners, staff from other units of the University, faculty, and students. This position is an excellent opportunity to gain experience in a Study Abroad office that benefits from strong faculty partnerships and institutional support. The Operations Coordinator is a full-time, year-round position and may require occasional domestic and/or possible international travel.

Responsibilities

• Coordinates and prepares financial transactions, including ePayments for invoices and reimbursements, expense tracking, procurement, and monthly ledger reconciliation.
• Administers Study Abroad student funding, including Summer International Travel Grants and Odyssey Scholar stipends, ensuring accurate and timely disbursements.
• Independently manages the collection and monitoring of Study Abroad administrative fee deposits, develops customized student payment plans, and proactively addresses delinquent accounts.
• Leads withdrawal administration by tracking reasons for withdrawal, coordinating accurate reporting to campus partners, and managing recovery of partial and full program fees.
• Partners with the Operations Manager to maintain financial records and contributes to strategic budget planning and projection development.
• Collaborates with the Office of the Bursar on quarterly program charges, COA account management, deposit reporting, and student billing oversight to ensure accuracy and compliance each quarter.
• Prepares and reviews student and program payments in coordination with the Operations Manager, including financial aid stipends, domestic and international program payments, student reimbursements, and disbursements from the Study Abroad Emergency Fund for Odyssey Scholars.
• Communicates with international and domestic partners regarding supplier and vendor onboarding, payment processing, and compliance.
• Functions as the primary liaison between the office and Shared Services, facilitating seamless communication and coordination.
• Provides high-level administrative coordination to Study Abroad senior leadership, including serving as GEMS delegate, generating expense reports, and contributing to written communications.
• Manages office procurement, ensuring efficient and cost-effective sourcing of supplies.
• Organizes and pulls data from confidential student information systems such as AIS, Student Information Analytics (SIA), and the study abroad student application database ViaTRM.
• Develops financial projections and prepares comprehensive monthly reports to support data-driven decision-making.
• Conducts in-depth analysis of Study Abroad participation trends, application data, and industry benchmarking surveys, translating findings into actionable reports for leadership.
• Contributes to strategic special projects, including research and data gathering for institutional reports and office operations initiatives.
• Oversees comprehensive file management for Study Abroad programs and special projects, including the curation and organization of archival materials.
• Supports the administration and integrity of Study Abroad databases, contributing to accurate and up-to-date records management.
• Contributes strategic input on office procedures and workflows, identifying opportunities to promote consistency, efficiency, and continuous improvement.
• Develops, maintains, and continuously updates Study Abroad timelines and calendars to ensure coordinated office and project workflow management.
• Represents the office at domestic conferences, information sessions, and other professional events, serving as an ambassador for the Study Abroad office.
• Serves as a knowledgeable front-line resource for students exploring Study Abroad opportunities and funding, providing guidance on application processes, maintaining open office hours, and connecting students with appropriate Program