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National Student Exchange (NSE) Coordinator

Apply now Job no: 495948
Work type: Part-time
Location: Oshkosh
Categories: Non-Instructional Academic Staff

 

Working Title: National Student Exchange (NSE) Coordinator
Official Title: Associate Administrative Specialist
Employment Class: Non-Instructional Academic Staff
FTE: .3204
Compensation: $10,285–$12,579
Terms of Employment: Fixed-term terminal 
Position Summary:

The incumbent is responsible for coordinating and administering the NSE program following published NSE & UWO policies and guidelines and Office of International Education implementation protocol. This position requires a high degree of familiarity with NSE program options and with campus and UW System policies and procedures. There is no secretarial or support staff associated with this position. This position reports to the OIE Director.

This position is 669 hours per year (.3204 FTE). Office hours are Monday-Friday on a regular schedule, with times fluctuating by time of year. Presentations, travel, orientations and other meetings may be scheduled in addition to/outside of regular office hours. Daily hours may be adjusted with prior approval to accommodate additional presentations and/or tabling. Bi-annual attendance is required at the national NSE conference in March, based on funding availability.

Responsibilities  

50%     Program Coordination & Assessment

  • Thoroughly reads and maintains full understanding of all published NSE Coordinator and Student content at NSE.org, including relevant policy and regulations related to NSE practices, strategy, and technology.  Self-trains and maintains currency on NSE program options, policies, guidelines and processes
  • Reviews and updates outbound and inbound NSE web content hosted on the OIE website twice annually and makes additional updates throughout the year as needed
  • Develops, reviews and regularly updates outbound group-advising materials on topics related to program array, program selection, application, etc.
  • Serves as primary liaison to NSE Headquarters and NSE partner schools
  • Places outbound students and accepts inbound students at the NSE annual conference (every other year and based on availability of funding) or through NSE’s alternative placement process (every other year)
  • Assists host & home institution NSE Coordinators in resolving student concerns and challenges in a timely manner
  • Maintains student exchange data, including total numbers of students (inbound & outbound) and total FTE
  • Assesses the impact of changes to campus policy on the NSE program
  • Solicits feedback from outbound and inbound NSE students and internal partners and makes recommendations on improvements
  • Completes special projects/other duties as assigned and/or as required to implement the exchange

Outbound Coordination

  • Reviews and updates outbound application intake forms and outbound application intake check lists annually
  • Trains OIE Front-line Advisor and OIE Peer Advisors on application requirements and application checklist
  • Reviews and updates Total Estimated Cost of Participation worksheets twice annually
  • Coordinates registration in a placeholder course with the OIE Front-line Advisor
  • Records all student travel dates in the OIE database

Inbound Coordination

  • Collects NSE and UWO Special Student application materials and forwards UWO materials to UWO Admissions
  • Shares accepted NSE student name list with the OIE Immigration Compliance/Enrollment Coordinator

15%     Marketing & Outreach (outbound only)

  • Knows NSE's global value and builds buy-in from stakeholders
  • Thoroughly reviews NSE brochure content and makes updates twice annually
  • Creates videos, interactive presentations and other web-based media to enhance NSE content on the web
  • Prepares for tabling and personally staffs the NSE table at all OIE study abroad/away fairs; ensures involvement of returned outbound NSE students, current inbound NSE students, and NSE Advocates
  • Prepares for tabling at UW Oshkosh Taste of Oshkosh (always the day after Labor Day);ensures involvement of returned outbound NSE students
  • Solicits and responds to opportunities to speak during, or have a table at, department or club meetings, University-sponsored events, classes, and similar venues
  • Organizes, advertises and conducts information meetings
  • Seeks collaborative partnerships on campus to highlight unit-relevant study programs and develop NSE Advocates
  • Alternating with the Study Abroad/Away Coordinator and the German Exchange Coordinator, prepares for tabling and presentations in relation to UWO Admissions Office prospective student visits

30%     Advising

  • Organizes regular group advising sessions (see “group advising materials” in Program Coordination & Assessment)
  • Responds to advising-related questions from applicants, participants, returnees and their family members (as allowed under FERPA) and follows up to resolve issues as needed

Outbound Advising

  • Advises on all aspects of NSE program preparation and participation, including, but not limited to:
  • academic advising (how to access)
  • accommodation
  • application process
  • course registration (prior to/during study away)
  • course, credit and grade transfer
  • deadlines
  • eligibility
  • exploring exchange participation
  • financial aid (how to request)
  • graduation (effect on)
  • health insurance
  • meals/meal plans
  • orientation/orientation dates
  • placement process
  • program array
  • program dates; arrival and departure
  • program fees & related costs
  • program selection
  • residence hall contracts
  • reviewing host campus curricula
  • transcripts
  • withdrawal
  • Assists in collecting application materials and ensures applicants submit materials by application deadlines
  • Assists the Study Abroad/Away Coordinator in updating the web-based outbound orientation twice per year
  • Develops and delivers NSE-specific, in-person orientation twice per year
  • Ensures that all students complete all elements of mandatory orientations
  • Maintains regular contact with students during their program away and advises students through questions and challenges via email or phone, as appropriate

Inbound Advising

  • Advises on all aspects of NSE program preparation and participation, including:
  • application process
  • deadlines
  • eligibility
  • program fees & related costs
  • reviewing UWO campus curricula
  • transcripts
  • withdrawal
  • Develops and delivers pre-arrival, web-based, NSE-specific inbound orientation elements;
  • Plans & delivers at least one NSE-specific orientation session during each pre-semester orientation week;
  • Maintains regular contact with students during their program at UWO and advises students through questions and challenges, as appropriate.

5%     Back-up

  • Serves as back up to the Study Abroad/Away Coordinator while the Coordinator is on vacation, out sick, at meetings or training sessions or during high traffic periods when multiple staff are necessary to meet demand. 
  • Serves as third-in-line, behind the Front-line Advisor and Study Abroad/Away Coordinator, to: 
    • Answer outbound-related questions (walk-in, phone and, over longer absences, email)
    • Respond to urgent requests for action;
  • Serves as fourth-in-line, behind the Front-line Advisor, Study Abroad/Away Coordinator, and Immigration Compliance/Enrollment Management Coordinator, to answer the OIE main phone line;
  • Physically staffs (sits at) the inner reception desk to support application intake, assists in answering the OIE phone, assists in answering walk-in questions and directs walk-in traffic, only if Peer Advisors are not working:
    • during the week (Monday –Friday) leading to each application deadline;
    • during other high traffic periods when three staff are necessary to meet application intake demands.
  • Assists in the office response to emergencies.

Hours

July

 Office Hours

 

October

  Office Hours

 

January

Office Hours  

 

April

Office Hours   

Week 1

10

 

Week 1

18

 

Week 1

6

 

Week 1

15

Week 2

10

 

Week 2

18

 

Week 2

6

 

Week 2

15

Week 3

10

 

Week 3

18

 

Week 3

6

 

Week 3

15

Week 4

10

 

Week 4

18

 

Week 4

15

 

Week 4

15

August

 

 

November

 

 

February

 

 

May

 

Week 1

10

 

Week 1

15

 

Week 1

18

 

Week 1

15

Week 2

10

 

Week 2

15

 

Week 2

18

 

Week 2

15

Week 3

10

 

Week 3

11

 

Week 3

18

 

Week 3

15

Week 4

10

 

Week 4

15

 

Week 4

18

 

Week 4

0

September

 

 

December

 

 

March

 

 

June

 

Week 1

6

 

Week 1

15

 

Week 1

15

 

Week 1

10

Week 2

18

 

Week 2

15

 

Week 2 (conference)

40

 

Week 2

10

Week 3

18

 

Week 3

0

 

Week 3

15

 

Week 3

10

Week 4

18

 

Week 4

15

 

Week 4

15

 

Week 4

10

 

 

 

 

 

 

 

 

 

Office Hours

648

 

 

 

 

 

 

 

 

 

Outside Office Hours

21

 

Qualifications  
Required:
  • Bachelor’s Degree
  • Demonstrated ability to identify, interpret, apply, and present NSE and UWO policies, protocol, information, and ideas clearly, accurately, concisely, and professionally, in writing and verbally
  • Intermediate to Advanced proficiency in MS products, including MS Word, Excel, Publisher and PowerPoint; intermediate to advanced proficiency in Adobe Acrobat (editing); and ability to learn additional software as required
  • Ability to present in front of large groups (200+ people) and smaller groups, including students, prospective students, parents, professors and staff
  • Excellent interpersonal skills, with the ability to interact diplomatically with a diverse group of individuals and to communicate clearly and effectively with native and non-native English speakers in a service-oriented environment
  • Initiative and ability to work efficiently and independently, appropriately balanced with an ability to address & solve complex issues through teamwork and consultation
  • Attention to detail
  • Ability to follow and assist in responding to U.S. events, especially in relation to crises that affect NSE participant health, security and/or well-being
  • Possession of an unexpired driver’s license or ability to obtain a driver’s license and ability to meet State of Wisconsin requirements to drive vehicles rented through State of Wisconsin contracts
Preferred:  
  • Significant experience working, studying, or volunteering outside of Wisconsin
  • Demonstrated experience in web content development and web-based media development
  • Experience in High Impact Practice promotion and marketing
  • Intermediate or Advanced proficiency in MS Access
  • Strong understanding of student development
To Apply:

Applicants must submit the following documents using the online application:

  • Resume (a vita may be used in place of a resume), Cover Letter, Transcripts (unofficial)
  • An overview of your advising philosophy (maximum one page; please submit this as a separate item rather than as part of your cover letter)
  • Contact information for three references 
  • Three letters of recommendation (these may be from the same people listed as references in your application or may be from different people)

 For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by November 8, 2017 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

 

Advertised: Central Daylight Time
Applications close:

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Contact Us

recruitment@uwosh.edu
920-424-1166