Administrative Coordinator Study Abroad

Position Title: Administrative Coordinator for Study Abroad

Department: Study Abroad (International Programs & Education Abroad)

Reports to: Director of International Education

Appointment: Full-Time: 40 hours per week/12 months

Status: Exempt

The Administrative Coordinator for Study Abroad advises students on opportunities for international study, supports faculty in developing curriculum, supports directors in developing programs abroad, works with all domestic/international companies to arrange international travel logistics, assists with risk-management, and manages partnerships with other institutions to ensure quality delivery of academic programs to students abroad. The Coordinator also supports non-course related Bradley sponsored student international travel.

Primary Responsibilities:

• Oversees logistical processes of the university’s Programs Abroad, student registration for group travel and program arrangements in multiple international venues.
• Manages travel to international venues; onsite transportation, accommodations, and arrangements for excursions and cultural activities; and contracts with providers for onsite services, in collaboration with individual Program Directors and the Director of Education Abroad.
• Handles all Before & After Travel forms, payments, reimbursements for faculty/staff travel in study abroad programs to include per diems and program operating expenses
• Ensures timely payments and international wire transfers to companies and tracks said payments and reimbursements with accuracy
• Ability to work with multiple currencies and exchange rates, simultaneously handles logistics across multiple time zones
• Monitors/tracks/corrects office budget and assists with reconciliations
• Serves as the initial contact for students and assists students with the selection of, application to, and enrollment in programs; and ensures credit transfer.
• Serves as the initial contact for students and assists students with identifying scholarship and other funding opportunities. Markets/advertises these opportunities to the greater campus.
• Coordinates campus visits from program representatives; and related activities.
• Serves as primary liaison for the Study Abroad Office with staff at Bradley University Affiliated and Unaffiliated Programs Abroad; responds to inquiries from staff members at Affiliated Programs and providers abroad, students, faculty, staff, academic advisors, parents and U.S. study abroad offices, providers, and consortia.
• Assists with monthly monitoring of current BU students abroad and serves as a point of contact for these students
• Staffs campus visit day programs as a Study Abroad representative and gives presentations to classes and campus organizations
• Updates, manages, creates new content for Study Abroad webpages and BUConnect pages.
• Creates and assists with internal and external reports, including enrollment reports, post-program faculty expense reports, and others.
• Handles student medical/health records and information with accuracy and confidentiality. HIPAA compliant.
• Assist with preparing health and emergency response packets, program evaluations, and thorough risk assessments for program Directors.
• Prepare all Program Pre-Departure materials for students, faculty, and staff
• Tracks student preparedness and their completion of all required forms and safety, security, health quizzes and paperwork
• Coordinates pre-departure orientations for students and faculty members.
• May serve as primary contact for parents or guardians in situations requiring communication/care with the traveling abroad student.
• This position requires a flexible work schedule within defined parameters, requiring some evening hours for orientations during the academic year, and the ability and willingness to respond via phone, text, or email outside regular office hours in the event of urgent situations. On-call Emergency Responder when Bradley groups are abroad.

Required Qualifications:

• Bachelor’s degree
• 3 years minimum relevant professional experience demonstrating knowledge of university or college processes and systems, or knowledge of a comparable professional or academic environment
• Demonstrated ability to exercise independent judgments and/or make independent informed recommendations, sometimes in situations that include crisis management skills
• Proficient in the use of Excel and other Microsoft Suite products
• Strong written and interpersonal communication skills
• Demonstrated ability to manage confidential information
• Excellent multitasking skills, ability to prioritize tasks, and detail oriented
• Ability to complete higher level financial transactions and track/log expenses and transactions with 100% accuracy

Preferred Qualifications:

• Work experience in positions of increasing responsibility in a Study Abroad Office or other administrative or academic unit in higher education and/or in the professional field of education abroad
• Study abroad experience or experience with the field
• Experience with group and/or international travel arrangements
• Proficiency with Google Forms, Acinquire, and Uachieve, Canvas
• Proficiency working with Instagram and Facebook

Qualified candidates must electronically submit a cover letter addressing their qualifications for the position, a current resume, and three professional references.

Please submit all materials at the time of initial application.

Review of candidates will begin immediately and continue until the position is filled.

Bradley University offers a competitive benefits package including health, dental, vision, life and disability coverages, FSA, HSA, and retirement plan options. Bradley also offers significant higher education cost savings for employees and dependents through the Tuition Remission program. Information regarding our benefits can be found here: https://www.bradley.edu/offices/business/human-resources/benefits/

Bradley University is a top-ranked, private university in Peoria, Illinois, offering nearly 6,000 undergraduate and graduate student’s opportunities, choices, and resources to build their futures. Innovation, action, and collaboration drive Bradley students to generate ideas and create solutions that remake the world around them. Our comprehensive array of undergraduate and graduate academic programs includes business, communications, education, engineering, fine arts, health sciences, liberal arts and sciences, and technology.

Employment with Bradley University is contingent upon successful completion of a criminal background check.

Bradley University is an Affirmative Action/Equal Opportunity Employer. The administration, faculty and staff are committed to attracting qualified candidates from underrepresented groups.