Study Abroad Services Specialist (Student Services Coordinator)

INTERNATIONAL AFFAIRS (IN-INTP-IUINA)

IU Indianapolis is committed to preparing all students to be citizens of the world through global learning experiences¿here on campus, in the Indianapolis community, and abroad. These experiences will help you gain the knowledge, skills, and mindsets needed to navigate the interconnected world in which we learn, work, and live.

For information about the department, please visit: For information about the department, please visit: Office of International Affairs

Department- Specific Responsibilities

• Provides administrative support for the Study Abroad Office within the Office of International Affairs.
• Plays a key role in supporting IU Indy study abroad programs by managing the collection of documentation from program participants which is required by IU policy and in keeping with best practices that support the safety and security of IU Indy students abroad.
• Regularly contacts with program directors to ensure that applications and supporting documentation for program participation are complete, accurate and sufficient for the office to prepare and clear the program for departure.
• Provides customer service to study abroad constituents. The position plays an essential role in emergency preparedness by developing student emergency cards and program emergency sheets as well managing the insurance issuance for program participants and staff.
• Processes post-acceptance documentation for participants. Verify that forms are completed correctly and in their entirety and maintained in accordance with university policy.
• Monitors that students on individualized programs are not traveling to countries under US Department of State travel warnings.
• Registers students into the appropriate study abroad course. Assists students who are having difficulty submitting forms or completing the application processes.
• Follows up with prospective participants to ensure completion of the paperwork by the deadlines.
• Processes student withdrawals from programs by updating the necessary records, withdrawing him/her from the course and contacting the financial aid office to adjust the costs of attendance for the student.
• Processes applications for applicants.
• Verifies that students are in good standing with their home institution.
• Monitors form submission and completion of paperwork.
• Provides support for the safety and security of IU Indy students abroad.
• Creates emergency cards and sheets for use by student participants, program leaders, hosting schools and the Office of International Affairs.
• Compiles the necessary information from participants and program leaders.
• Researches emergency access information in the host country.
• Distributes the information to appropriate constituents.
• Manages international insurance issuance for program staff and students. This includes compiling necessary information from students and program directors, determine when it is appropriate to purchase insurance, arranging the insurance purchase, charging students as necessary through the Bursar, managing the invoices and distributing insurance cards and materials to enrollees.
• Greets students who visit the Study Abroad Office and connect them appropriate resources.
• Coordinates routine communication with study abroad program directors regarding the running of their program.
  
  

General Responsibilities

• Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
• Provides directions, support, and information to student organization representatives and other visitors to the department.
• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• May assist with ordering or creation of promotional materials for student organizations or departmental needs.
• May provide guidance to other Student Services Coordinators.
  
  

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)
  
  

Preferred

• Some college
  
  

Required

WORK EXPERIENCE

• 2 years in office environment, higher education, or related field
  
  

Preferred

• 1 year experience on a college campus and/or in a study abroad office environment.
  
  

Skills

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Demonstrates ability to maintain confidential information
• Demonstrates customer service skills
• Commitment to working with people of diverse backgrounds and demonstrated cultural competency
• Demonstrates ability to prioritize and manage multiple tasks
• Ability to be detailed oriented
• Demonstrates ability to follow procedures and devise process flows
• Ability to manage data
  
  

Preferred

• Familiarity with Microsoft Office and databases
  
  

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

IU Indianapolis

Indianapolis, Indiana

$43,888 - $45,810 based on experience

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)
  
  

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

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This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information.

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Telephone: 812-856-1234