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Education Abroad Adviser

Academic/Administrative Unit: Global Education Office

Department: Education Abroad

Title: Education Abroad Adviser

Jop Open Date: 11/28/2018

Type of Search: Regional

Closing Date:  12/07/2018

Location: Monroe Park Campus


This position reports to the Director of Education Abroad and is responsible for providing excellent administrative support services to students, faculty and staff across the institution and beyond for study abroad and student exchange operations in the Global Education Office. This position is responsible, in collaboration with the Coordinator, Advisor and Director, for advising and the administration of study abroad and international exchange programs. He/she must interact effectively with faculty, administration, staff and overseas colleagues to implement and maintain programs in support of VCU’s mission to integrate study abroad opportunities into academic programs. The duties include, not are not limited to:

• Counsel and advise students on study, internships, research, service-learning and other education abroad opportunities including ISEP, affiliates, alternative programs, direct-enroll, partnership and faculty-led programs;
• Maintain up-to-date knowledge of programs and opportunities in countries within specialized global and/or programmatic region;
• Develop new and maintain/update existing Major Advising Sheets for assigned academic majors in collaboration with academic advisors across campus;
• Help students identify and apply for funding opportunities including scholarships, grants and financial aid;
• Assist with conducting general advising including the delivery and assessment of daily First Advising Sessions (FAS); 
• Ensure smooth and efficient student enrollment and registration in online application system;
• Collaborate with academic and support units including, but not limited, to the Division of Community Engagement (Service-Learning), Living Learning Communities, Office of Research, Student Affairs, Student Success (Academic Advising, Career Services), Strategic Enrollment Management (Financial Aid, Records and Registration), and Honors College (National Scholarship Office), and more in pursuit of providing quality service to maximum number of students;
• Ensure smooth facilitation of financial aid for study abroad participants by liaising with the office of Financial Aid; develop individual student budgets for study abroad participants, and and process consortium agreements when necessary;
• Coordinate the planning and presentation of all pre-departure orientations including online orientations and parent orientations;
• Provide support and guidance to students seeking foreign credit transfer approval;
• Assist in advising for and obtaining foreign student visas for groups and individuals;
• Assist in billing of advisees in collaboration with GEO fiscal manager;
• Assist with support of returning students through re-entry workshops, peer advising, etc.

Faculty Led Study Abroad Program Administration:
• Serve as liaison to faculty in the development and administration of new and repeat education abroad programs;
• Work with faculty program leaders to create or update accurate program descriptions and promotional materials and provide pre-departure support to student participants; 
• Facilitate application process, enrollment, and billing of participants on faculty-led programs;
• Facilitate submission of summer program budgets and aid applications to the Financial Aid office;
• Manage course maintenance for all faculty-led programs;
• Process student payments and conduct checks for all faculty-led programs;
• Register all participants in the Department of State’s STEP enrollment

Administrative Support:
• Maintain the office’s customer management system (TerraDotta Software) and serve as the primary staff person responsible for troubleshooting, development of new functionality, special program registries, and site updates; 
• Assist Director with crisis management; 
• Manage enrollment of students in academic and placeholder (STUA) courses;
• Manage the issuance of insurance for all students

Outreach, Communications, Marketing and Event Planning:
• In collaboration with the GEO Communications and Marketing Director and Education Abroad Advisor, assist with managing recruitment efforts with the goal of significantly increasing the number of study abroad participants; develop new and innovative methods of advertising and recruiting students;
• Represent the office at campus events with the goal of increasing participation in study abroad;
• Assist in the planning and execution of study abroad fairs;
• Assist with coordinating special events


Minimum Hiring Standards:

• Bachelor’s degree required or equivalent experience
• General knowledge of the principles, practices and trends of the field of international education and study abroad programming
• Ability to carry out a variety of professionally complex assignments without detailed instructions
• Ability to analyze complex situations accurately and adopt effective courses of action
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse individuals, and to respond appropriately to conflicts and problems
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Cross-cultural sensitivity, intercultural skills, strong interpersonal skills, and excellent counseling/advising skills
• Strong computer skills related to database, word processing, social media/networking and spreadsheets
• Excellent communication, writing, and time management skills; ability to multi-task and work in a fast-paced environment; ability to present and speak publicly to small and large groups
• Willingness and ability to occasionally work outside of regular business hours of operation, including during evenings and on weekends as necessary 
• Current driver’s license required

Preferred Hiring Standards:

• Experience in study abroad administration at the university level 
• Experience advising or counseling students 
• Experience with a second language and experience living, working or studying abroad
• Familiarity with VCU campus, curriculum, and international programs
• Experience with diversity and inclusion initiatives and experience working with a diverse student body 
• Advanced experience with analyzing data, reporting, and spreadsheets
• Experience in recruitment, sales, or marketing
• Experience with TerraDotta Software and/or other similar web-based data and customer management tools

Location: VCU Monroe Park Campus

How to apply:

Interested applicants must apply through the website.

Virginia Commonwealth University is an equal opportunity/affirmative action employer. Women, minorities and persons with disabilities are encouraged to apply.

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