JOB DESCRIPTION

POST:Study Abroad Co-ordinator

POST REF:INT/44

DEPARTMENT: Study Abroad Team

GRADE:4

REPORTING TO:Study Abroad and ExchangeManager

SUPERVISORY RESPONSIBILITY: None

JOB PURPOSE:

To act as a key point of contact for students and partners, providing advice as required. To provide administrative support to the Study Abroad and Exchange Programme and maintain and update programme information and student records

DUTIES AND RESPONSIBILITIES:

General

  • Provide excellent customer service and act as a key point of contact for incoming and outgoing students
  • Respond to enquiries from students and partners in a timely, professional manner
  • Work closely with internal departments (Schools, Accommodation, Finance/Funding, Support Services, Registry) to deliver programme excellence
  • Maintain accurate and up-to-date student records
  • Work with theStudy Abroad and Exchange Manager to implement ongoing improvements to ensure delivery of an efficient service to all stakeholders

Outgoing Students

  • Liaise with partners to maintain and update application/partner information
  • Support the Study Abroad and Exchange Manager with planning for fairs and briefings
  • Promote exchange opportunities at Open Days, Visit Days, Freshers’ Fair, Study Abroad Fair, including delivering presentations to students as required
  • Advise students about exchange opportunities through one-to-one meetings, drop-in sessions, and email
  • Administer student applications
  • Support the Study Abroad and Exchange Manager with the selection/allocation of students, and preparation of acceptance information
  • Nominate students to partner institutions
  • Circulate partner application instructions to students
  • Support students by providing advice on the application process for their host institution
  • Liaise with YSJ Learning Support, Wellbeing, Health Centre, Funding, Finance
  • Liaise with Schools to ensure timely module approval and record changes
  • Provide Registry with accurate data for Student Finance
  • Issue insurance to all students
  • Act as the link between YSJ and the applicants’ host institutions during the application process and until the students return to York
  • Act as the main point of contact for students abroad for non-academic queries
  • Coordinate the process of obtaining transcripts from partners and provide these to Registry in a timely manner
  • Coordinatethe Study Abroad Ambassador network
  • Manage and maintain social media

Erasmus+

  • Maintain and update the EU Mobility Tool (database) for students and staff
  • Prepare, issue and administer Erasmus+ paperwork: learning agreements, mobility agreements, grant agreements, arrival/departure certificates
  • Calculate and administer grant payments
  • AdministerOnline Language Support (OLS) licences
  • Follow internal processes to ensure compliance with Erasmus+ and support the Study Abroad and Exchange Manager with internal audit checks
  • Keep up to date with Erasmus+ compliance and attend professional training/networking events, as required

Incoming

  • Maintain, update and circulate YSJ programme information to partners (e.g. website, fact-sheet, application process)
  • Distribute marketing materials and coordinate YSJ’s presence at study abroad fairs overseas
  • Advise enquirers and applicants on aspects of their application such as module selection, accommodation, visas and fees
  • Processand review incoming applications, ensuring students have satisfied entry criteria
  • Liaise with Visa Advisors, Admissions, Support Services, as required
  • Send offer information to successfulapplicants
  • Allocate modules to students, liaising with students andinternal departments, as required
  • Support Welcome Week activities
  • Act as the main point of contact between YSJ and the students’ home institutions
  • Ensure timely dispatch of academic transcripts to partner organisations / students
  • Maintain and update the partner database
  • Administer and prepare for thethe arrival of Visiting Professors
  • Make arrangements for visitors to the University
  • Arrange signing of Erasmus+ paperwork

Plus

  • Any other duties as may reasonably be required.
  • Ensure that the highest standards of professional performance are maintained
  • Promote equal opportunities in the work of the department to include a commitment to the International Strategy of the University
  • Ensure compliance with relevant legislation and statutory codes of practice, as advised
  • Participate in the arrangements for performance review
  • Ensure that professional skills are regularly updated through participation in training and development activities
  • Ensure all University policies are implemented within the remit of this post

HEALTH & SAFETY

Under the Health & Safety at Work Act 1974, whilst at work, members of staff must take reasonable care for their own health and safety and that of any other person who may be affected by their acts or omissions.

PERSON SPECIFICATION

POST TITLE:Study Abroad Co-ordinator

DEPARTMENT:Study Abroad and Exchange

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively.

REQUIREMENTS
The postholder must be able to demonstrate: / ESSENTIAL (E)
DESIRABLE (D) / MEASURED BY:
A Application form
S Shortlisting
I Interview
T/P Test/Presentation
EDUCATION/TRAINING
(Academic, vocational/professional and other training)
Educated to degree level (or equivalent) / D / A/S
KNOWLEDGE & EXPERIENCE
(e.g. report writing, office experience, Microsoft office)
Experience of working in a student-facing or customer service role / E / A/S/I
Experience of administration / E / A/S/I
Experience of studying, working or living abroad (or experience of working in an international environment) / E / A/S/I
SKILLS/ATTRIBUTES
(e.g. communication, interpersonal, decision-making, problem-solving, team player, reliable)
Evidence of a customer focused approach, a commitment to customer service and a desire to deliver an excellent experience / E / A/S/I
Excellent communication and interpersonal skills with the ability to work with a broad range of internal and external stakeholders / E / A/S/I/P
Proven organisational and time-management skills / E / A/S/I
Ability to work independently, manage own workload and prioritise tasks in order to meet deadlines / E / A/S/I
Ability to work independently and as part of a team / E / A/S/I
Meticulous attention to detail and ability to problem-solve / E / A/S/I
Proven ability to accurately record, store and retrieve data/information / E / I
Ability to adapt to new systems and processes / E / I
Ability to work with confidential and sensitive data / E / I
Ability to relate well and exhibit sensitivity to people from different cultural backgrounds / E / A/S/I
Excellent IT skills / E / A/S
Ability and willingness to work flexibly to achieve team goals / E / A/S/I
BEHAVIOURS
Behaviours will be tested at interview against the Contribution Framework (available on the recruitment web site under Our Culture & Values - Values & Principles)
Leading myself and others
Delivering a great service
Taking a professional approach
Working together as a team
Embracing change / E
E
E
E
E / I
I
I
I
I
SPECIAL FEATURES
(e.g. Travel, DBS)
The post holder will be required to travel overseas
The post holder will be required to work occasional weekends
The post holder may be required to attend national and international conferences
The post holder will be required to attend professional training events