Study Abroad Program Manager

Department

College Study Abroad

About the Department

Study Abroad

Job Summary

Reporting to the Deputy Director of Study Abroad, the Program Manager is responsible for managing and administering all phases of assigned study abroad programs and is the key contact person for faculty, students and personnel abroad associated with these programs, in a dynamic office with growing program portfolios. This position requires both broad vision for international education and attention to detail, as well as strong communication and organizational skills. The Program Manager should be a proactive planner and responsive problem solver, able to work cooperatively with international partners and scholars, as well as staff from other units of the University, faculty, and students. The Program Manager is responsible for student advising related to study abroad, information sessions, program admissions, pre-departure preparation, and ongoing on-site questions or issues that may arise. This position requires domestic and international travel.

Responsibilities

• Manages own portfolio of faculty-led study abroad programs in a diverse range of locations, including Latin America, the Middle East and North Africa, Europe, Asia, or Africa.
• Manages all aspects of assigned direct enrollment programs and represents the office in program consortia.
• Develops and updates location- and program-specific materials.
• Chairs selection committees for assigned programs and evaluates student applications.
• Communicates admissions decisions to students, managing occasionally complex reactions of students and their families, and manages wait lists for each program.
• Works closely with on-site staff to identify and secure student housing, faculty housing, graduate assistant housing, and classroom space; establishes the program calendar, schedule, and excursions; shares pertinent student and faculty needs; and develops contingency plans.
• Liaise with on-site partners regarding occasionally complex student needs, including mental health, physical health, and Student Disability Services accommodations.
• Advises on and/or processes student visas.
• Works with new on-site partners to develop and review program proposals in consultation with Study Abroad office leadership and the relevant faculty director, if appropriate.
• Develops cost proposals and budget-related information for the Study Abroad Operations team.
• Communicates with faculty to facilitate programming and logistical arrangements for their courses.
• Solicits weekly reports from on-site staff and shares this information during weekly program manager and staff meetings, responding to emergent issues as needed in consultation with the Deputy Director and Assistant Director for Health and Safety.
• Creates and maintains all program informational and pre-departure materials, including a comprehensive program Canvas site or handbook.
• Works with the Project Coordinator on program and student materials as needed.
• Conducts site visits for assigned programs and writes comprehensive program analysis reports.
• Manages process of identifying and vetting on-site partners and service providers.
• Leads search and hiring process for program Graduate Assistants, as necessary.
• With faculty director, oversees the process of identifying program instructors and/or solicits course proposals from UChicago and partner institution faculty.
• Leads promotional and student recruitment efforts for new or undersubscribed programs, which may include visits to relevant language classes and departmental events and open houses.
• Works closely with Assistant Director for Health and Safety to monitor and assess programming in volatile locations and manages relocation process if necessary.
• Reviews program evaluations and reports and makes recommendations to office leadership.
• Guides students of diverse backgrounds throughout the study abroad process, using inclusive advising practices.
• Advises students about study abroad opportunities, maintaining regular office hours.
• Leads information sessions for students interested in studying abroad.
• Develops and leads two to three quarterly pre-departure sessions per program for students who have been accepted into a study abroad program.
• Advises students and liaises with partner offices to prepare for managing physical and mental health needs abroad, including the implementation of accommodations approved by Student Disability Services.
• Solicits, maintains, and reviews program evaluations and reports.
• Conducts exit interviews with students.
• Works with the Deputy Director to prepare advising and informational materials.
• Composes reports, including stewardship materials, particularly for endowed programs.
• Prepares and gives presentations on Study Abroad to various audiences, including prospective students, their families, and University staff.
• Represents the University of Chicago at national and international education conferences.
• Assumes area-specific leadership roles in the office according to interests and needs, such as partner office liaison work, Study Abroad Student Advisory Committee oversight, Diversity and Inclusion initiatives, etc.
• Plans and executes the annual Study Abroad Student Fair, as assigned.
• Applies, reviews, and assists in administering the international study administrative and program budgets, reviews funding requests, and sets programs fees for programs. Researches and provides up-to-date information on financial assistance for students studying abroad.
• Advises students on international study and exchange opportunities, including on academic requirements. May advise students participating in international exchange programs with the University.​
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree in related field.
• Master’s degree a plus.

Experience:

• Background working in higher education.
• Background working in a study abroad office.
• Familiar with living or working in international settings.

Technical Skills or Knowledge:

• Proficiency in MAC or PC environments.
• Proficiency in Word, Excel, Outlook and online organizational tools.
• Proficient in MS Office Suite and Outlook.
• Familiarity and knowledge of the University of Chicago, its systems, and its constituents.
• Skilled at working with multiple currencies and currency conversions.

Preferred Competencies

• Excellent verbal and written communication skills, including the ability to convey the appropriate tone for different audiences, such as students, faculty, staff, and international partners.
• Excellent organizational, administrative, and computer skills; use complex databases and other record keeping systems.
• Excellent attention to detail.
• Familiarity with students and educational experience in highly selective, top-tier institutions.
• Familiar with budgeting, financial tasks, and database management.
• Strong analytical skills.
• Strong sense of teamwork.
• Evidence of engagement in international education and appreciation for the value of supporting undergraduates as developing global citizens, particularly among students who are historically under-represented in study abroad.
• Exceptional application of judgment and discretion. Exercise sound judgment, critical thinking, and reasoning.
• Excellent listening, reasoning, and problem-solving abilities. Resolve problems and mediate difficult situations with tact.
• Make decisions and recommend or take action in sometimes challenging, time-sensitive situations.
• Proven record of program management, especially in a study abroad office.
• Prioritize and manage concurrent tasks with interruptions; meet deadlines; and respond to many emails, in-person, and phone requests in a timely fashion.
• Demonstrated ability to handle highly confidential information related to students, faculty and staff. Maintain confidentiality/discretion at all times.
• Demonstrated multicultural competence, knowledge, and experience working and interacting effectively with diverse groups of staff, faculty, and student populations.
• Understanding of international cultures and some regional experiences.
• Take initiative to complete tasks and work both independently and cooperatively.
• Handle stressful situations and remain calm under pressure.
• Strong commitment to young adults and the values and goals of a liberal arts education.
• Maintain effectiveness under deadlines.
• Handle multiple concurrent tasks in a professional manner while also meeting deadlines.
• Responsive to direction from supervisors.

Working Conditions

• Office environment.
• Occasional evening and weekend work.
• Fast-paced environment.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.
• Some domestic and international travel.

Application Documents

• Resume/CV (required)
• Cover Letter, showing interest in this position (required)
• References Contact Information (3) (required)

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$60,000.00 - $72,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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