Education Program Coordinator

Position Overview

The full-time Education Program Coordinator provides financial aid advising and scholarship support to interested and enrolled study abroad participants and provides technical and administrative support for the Terra Dotta online program application and student information database. In addition, this position serves as the Manager of the KU Passport Acceptance Facility, serving the KU and Lawrence community under the framework and regulations provided by the Bureau of Consular Affairs, U.S. Department of State. This is a full-time appointment subject to review and reappointment.

Job Description

Financial Aid Advising, Scholarship Administration & Student Accounts (45%)

• Advise students and parents on financial aid and scholarship processes, opportunities and awards, including specialized funding sources such as 529 plans, Veteran’s benefits, Study Abroad pre-departure special funds, the Gilman Scholarship, etc.
• Facilitate info sessions, open meetings, and other events promoting study abroad accessibility.
• Maintain up-to-date information on scholarships and financial aid for study abroad in print and online.
• Compile and send “Study Abroad Cost of Attendance Budgets” to Financial Aid & Scholarships for all study abroad students who are using financial aid.
• Complete Financial Aid Disbursement forms and compile Financial Aid Confirmation letters as necessary for program and visa applications, etc.
• In collaboration with FAS, monitor new developments in regulations governing use of funds for study abroad, including federal loans, grants and work-study, private loans, university and departmental scholarships, awards and grants, and private and public foundation funding opportunities.
• Manage all processes within the unit related to student scholarship applications and awards, including committee organization, compilation of rankings, calculation of average scores, and final ranking for making awards.
• Submit scholarship award information to Financial Aid & Scholarships for posting on student accounts.
• Process award notifications to students and recipient thank you letters to donors.
• Post study abroad related fees on student accounts through the Student Accounts Services office in accordance with Enroll & Pay billing procedures.
• Monitor and track student payments through Enroll & Pay and Terra Dotta application system.
• Execute financial aid consortium agreements and coordinate billing procedures for partner universities sending students on KU study abroad programs.
• Serve as primary unit liaison to Financial Aid & Scholarships, Military-Affiliated Student Center, Student Account Services and the Registrar’s Office.
  
  
  

Programmatic Support (35%)

• Provide technical and administrative support for the Terra Dotta study abroad software system.
• Monitor online application processes in Terra Dotta for approximately 2,800 semester, academic year, summer and short-term program and scholarship applicants.
• Update online questionnaires, material submissions, and required readings in Terra Dotta and maintain office procedures for the creation and revision of online application/acceptance materials.
• Review and publish student online program reviews through Terra Dotta.
• Prepare semester, summer and short-term enrollment documents including course listings and course numbers, issue course enrollment permissions and monitor student enrollment in courses.
• Track admission processes of non-KU applicants through Enroll & Pay.
• Assist in the testing and incorporation of new software features into the online program application system and student information database.
• Lead office workgroups/committees reviewing the Terra Dotta system and system revisions.
  
  
  

Manager, KU Passport Acceptance Center (20%)

• Maintain passport acceptance agent certification through the U.S. Department of State Bureau of Consular Affairs. Provide 6-10 hours per week of service as a passport acceptance agent.
• Maintain State of Kansas notary appointment and provide service as notary public to students, faculty or other constituents supported by SAGE.
• Engage in ongoing professional development activities to ensure accurate and up-to-date knowledge of regulations governing passport issuance and renewals.
• Serve as liaison between constituents and U.S. DoS for all inquiries related to passport applications, renewals, processing, etc.
  
  
  

Required Qualifications

• Master’s degree OR Bachelor’s Degree plus three years related experience;
• Demonstrated excellent written communication skills, as evidenced by application materials.
  
  
  

Preferred Qualifications

• Experience living, studying, working or traveling outside of the United States;
• Experience with financial aid policies and procedures;
• Experience in student advising in a college or university setting;
• Experience using PeopleSoft and/or Terra Dotta software;
• Demonstrated excellent oral communication skills, as evidenced by experience listed in the application materials and interview (if selected).
  
  
  

Additional Candidate Instructions

A complete application consists of a cover letter, resume, and three professional references. Please use your cover letter to address how you meet the required and preferred qualifications. Incomplete applications will not be considered. An online University of Kansas application must be completed to be considered for this position.

Application review begins Tuesday, December 17th and continues until a pool of qualified applicants is identified.

Contact Information to Applicants

David Teska, dteska@ku.edu

Advertised Salary Range

$42,000 - $46,000

Work Schedule

M-F 8 am - 5 pm

Application Review Begins

Tuesday December 17, 2024

Anticipated Start Date

Tuesday January 21, 2025