Study Abroad Project Coordinator

Department

College Study Abroad Team

About the Department

The College, Study Abroad

Job Summary

The Project Coordinator, under supervision of the Senior Associate Director, is responsible for coordinating and administering a diverse portfolio of projects and providing central administrative and financial support for the Study Abroad office. The Project Coordinator is the first point of contact for all constituents who interact with the Study Abroad Office via email, walk-in, or on the phone, including students, faculty, staff, parents, and other University visitors. In addition to managing front-line communications, the Project Coordinator provides key support on a range of project-based, administrative, and financial functions including the preparation of student materials, student and supplier payments, information management, data tracking, statistical report preparation, event assistance, and liaising with campus partners and on-site staff to ensure accurate information is provided and received in a timely manner.

The Project Coordinator should be both meticulous and flexible and must be able to manage a range of short- and long-term projects. The Project 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 wide range of administrative, financial, and project-based functions in a Study Abroad office that benefits from strong faculty partnerships and institutional support. The Project Coordinator is a full-time, year-round position and may require occasional domestic travel.

Responsibilities

• Works with the Senior Associate Director on the preparation and analysis of Study Abroad statistics and reports, including application and participation trends over time (of all students and various subsets of students), and industry benchmarking surveys.
• Oversees the collection of Study Abroad administrative fee deposits, including monitoring payments made through our online system, developing payment plans with students, and following up on delinquent payments as necessary independently.
• Coordinates application processing and records admission decisions.
• Manages withdrawal administration, tracking reasons for withdrawal, communicating accurate participation details to other campus partners, and following up with students to collect partial and full program fees owed to the Study Abroad Office.
• Oversees study abroad application wait lists, advising students, tracking responses, and maintaining status in database.
• Updates the office’s emergency contact information management systems. Creates and maintains emergency contact information for all programs, enrolls participants in State Department registry and in the University-wide travel registry (UChicago Traveler), and sends participation data to Risk Management for insurance purposes.
• Coordinates, maintains, and updates study abroad timelines and calendars used to manage office and project workflow.
• Coordinates the organization of information and information systems in the Study Abroad office, including the design and function of the online applications, suggesting updates and troubleshooting issues under supervision of the Senior Associate Director.
• Coordinates the Summer International Travel Grant and other scholarship application material collection, including answering basic questions and assembling orientation packets.
• Manages all special event planning for the office with the Senior Associate Director.
• Coordinates visits from program representatives, on-site coordinators, and other guests, organizing lunches and campus tours as necessary.
• Coordinates and/or provides input on other special projects as needed, including gathering information for reports and office organization.
• Updates program-specific materials including pre-departure Canvas sites, travel information forms, health questionnaires, language background charts, and other resources with Program Managers.
• Compiles material for program faculty, graduate assistants, and site agents.
• Orders desk copies and assists faculty with Canvas site requests.
• Prepares student and program payments for review by the Operations Manager.
• Schedules and prepares material for Study Abroad meetings.
• With the Dean of Students office, monitors the status of students who are on academic probation each quarter, flagging potential participation issues.
• Records and monitors students’ submission of all required program-related documents including fees, travel forms, health questionnaires, waivers, insurance information, passport copies and photos. Follows up with students as needed to ensure all documents are su