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UW Institutions Hessen/Wisconsin Coordinator & UWO OIE German Exchange Coordinator

Apply now Job no: 495949
Work type: Part-time
Location: Oshkosh
Categories: Non-Instructional Academic Staff


Working Title:  UW Institutions Hessen/Wisconsin Coordinator & UWO OIE German Exchange Coordinator
Official Title:  Associate Administrative Specialist
Employment Class: Non-Instructional Academic Staff
FTE:  .1796
Compensation:  $5,765 - $7,075
Terms of Employment:  Fixed-term terminal 
Position Summary:

The incumbent is responsible for coordinating and administering the Hessen/Wisconsin Student Exchange for institutions of higher education in Wisconsin, and coordinating all Germany-based student exchange at UW Oshkosh, following UWO policies and guidelines and Office of International Education implementation protocol. This position requires a high degree of familiarity with Germany-based institutional program offerings 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 UW Oshkosh OIE Director.

This position is 375 hours per year (.1796 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. Occasional attendance, based on funding availability and rotation of staff in the OIE, may be a possibility at the annual Hessen/Wisconsin business meeting.


80%     Hessen/Wisconsin Program Coordination (300 hours)

  • Serves as primary liaison to the Hessen/Wisconsin Administrative Office in Giessen, Germany;
  • Thoroughly reads and maintains full understanding of all Hessen/Wisconsin Agreements, Shared Operating Protocol, Advisor Guide and related documents, Student Guide and related documents, and related materials;
  • Reviews and updates the Hessen Advisor Guide, the Hessen Student Guide, and web content (including uploaded materials) for Wisconsin-based Program Coordinators & Advisors twice annually and makes additional updates throughout the year as needed;
  • Maintains and shares up-to-date UW and Hessen Coordinator contact lists;
  • Maintains a listserv for Wisconsin-based Coordinators & Advisors; pro-actively manages listserv membership; announces newly posted materials and shares information via the listserv;
  • Develops and updates Total Estimated Cost of Participation worksheets twice annually;
  • In coordination with Program Coordinators at other UW campuses, develops, sets up and delivers web-based or distance presentations to departments, groups of professors and staff, classes, student organizations, etc. on other UW campuses.
  • Creates videos, interactive presentations and other web-based media to enhance content on the web;
  • Promotes the Hessen/Wisconsin Exchange at study abroad fairs on UW System campuses, when web-based and distance presentations are not a viable option AND when fair attendance is likely to lead to increased participation by students on the campus offering the fair;  prepares for tabling and personally staffs Germany-based student exchange tables at all UWO study abroad/away fairs, ensures involvement of returned outbound exchange students, current inbound German students, and study-in-Germany Advocates;
  • Serves as primary liaison, trains, and advises UW System Hessen/Wisconsin Coordinators on all aspects of Hessen/Wisconsin student exchange program options, procedures, policies, timelines and deadlines, including:
  • academic calendars (outbound)
  • accommodation options (outbound)
  • application fee (outbound)
  • application materials (all students)
  • application materials (institution-specific)
  • application process
  • buddy programs (outbound)
  • coordinator contact details
  • course enrollment (outbound)
  • course registration models (inbound)
  • credit and grade transfer models
  • deadlines
  • eligibility
  • emergency contacts
  • English web sites (outbound)
  • English-taught courses (outbound)
  • Exam periods (outbound)
  • exchange balance
  • excursions (outbound)
  • German language instruction (outbound)
  • health insurance (outbound)
  • internship options (outbound)
  • host campus curricula (outbound)
  • language proficiency requirements
  • learning agreements (outbound)
  • orientation guides (outbound)
  • meals/meal plans (outbound)
  • placement process
  • program array (outbound)
  • program costs & inclusions (outbound)
  • program dates; arrival and departure (outbound)
  • quotas
  • registration at the host institution (outbound)
  • transcripts and German Scheine
  • tuition & fees policies & models
  • visas & residence permits (outbound)
  • withdrawal
  • Manages & communicates inbound and outbound quotas;
  • Communicates and tracks outbound application fees paid to UW Oshkosh;
  • Collects, reviews and forwards outbound UW System applications to Uni Giessen; forwards Hessen applications to UW System campuses;
  • Assists host & home institution Program Coordinators in Wisconsin and in Germany in resolving student concerns and challenges in a timely manner;
  • Communicates changes to policy, processes, and protocols to UW System Coordinators;
  • Coordinates and personally accompanies (when necessary) individual and group visits to the UW;
  • Coordinates and prepares for the annual Hessen/Wisconsin business meeting with counterpart at Uni Giessen and with UW System Office of Academic Affairs; takes meeting minutes and disseminates after the meeting; collects business cards from meeting attendees and shares contact details after the meeting.
  • Completes special projects/other duties as assigned and/or required to implement the Hessen/Wisconsin exchange program.

5%       Assessment & Data Maintenance (19 hours)

  • Solicits feedback from outbound and inbound students and external partners and makes recommendations on program improvements;
  • Maintains student exchange data, including total numbers of students (inbound & outbound) and total FTE for both the Hessen/Wisconsin exchange and in relation to UW Oshkosh student exchange.

15%     UW Oshkosh German Exchange Programs Coordination (56 hours)

  • Serves as primary liaison to German partners abroad;

Coordination - Outbound

  • Reviews and updates web content twice annually and makes additional updates throughout the year as needed;
  • Develops and updates Total Estimated Cost of Participation worksheets specific to UW Oshkosh students twice annually;
  • Organizes and markets frequent group advising sessions;
  • Develops, reviews and regularly updates group-advising materials on topics related to program array, program selection, application, etc.;
  • Reviews and updates outbound application forms and outbound application intake check lists annually;
  • Trains OIE Front-line Advisor and OIE Peer Advisors on application requirements and application checklist;
  • Assists in collecting application materials and ensures applicants submit materials by application deadlines;
  • Coordinates registration in a placeholder course with the OIE Front-line Advisor;
  • Assists the Study Abroad/Away Coordinator in updating the web-based outbound orientation twice per year;
  • Develops and delivers German exchange-specific, in-person orientation twice per year;
  • Ensures that all students complete all elements of mandatory orientations;
  • Records all student travel dates in the OIE database.

Coordination - Inbound

  • Collects UWO Special Student application materials and forwards UWO materials to UWO Admissions;
  • Shares name, home institution and contact details with OIE Immigration Compliance Coordinator as completed applications are received.

Marketing & Outreach

  • Knows the global value of study in Germany and builds buy-in from stakeholders;
  • Thoroughly reviews OIE brochure content and recommends updates to all brochures that include/could include Germany-based programs twice annually;
  • Assists Study Abroad/Away Coordinator in preparing for tabling at UW Oshkosh Taste of Oshkosh (always the day after Labor Day); ensures involvement of returned outbound students who have exchanged to Germany;
  • 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 Advocates for student exchange with Germany;
  • Alternating with the Study Abroad/Away Coordinator and the National Student Exchange Coordinator, prepares for tabling and presentations in relation to UWO Admissions Office prospective student visits.

Group Advising - Outbound

  • Advises UW Oshkosh students on all aspects of Germany-based student exchange program options, procedures, policies, timelines and deadlines, including, but not limited to:
  • academic advising (how to access)
  • academic calendars
  • accommodation options
  • application materials
  • application process
  • buddy programs
  • course enrollment (prior to/during study abroad)
  • course, credit and grade transfer
  • deadlines
  • eligibility
  • emergency contacts
  • English web sites
  • English-taught courses
  • Exam periods
  • excursions
  • exploring exchange participation
  • financial aid (how to request)
  • German language instruction
  • graduation (effect on)
  • health insurance
  • host campus curricula
  • internship options
  • language proficiency requirements
  • learning agreements
  • meals/meal plans
  • mentor programs
  • orientation guides
  • orientation dates
  • placement process
  • program array
  • program dates; arrival and departure dates
  • program fees & related costs
  • program selection
  • registration at the host institution
  • residence hall contracts
  • reviewing host campus curricula
  • transcripts
  • transcripts and German Scheine
  • visas & residence permits
  • withdrawal
  • Advises on study away scholarships and assists students in applying by making recommendations and encouraging use of campus resources to support writing;
  • Maintains regular contact with students during their program away and advises students through questions and challenges via email or phone, as appropriate;
  • 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.

Advising - Inbound

  • Prior to arrival at UW Oshkosh, advises prospective inbound students on student exchange at UWO, including program options, procedures, policies, timelines and deadlines, including, but not limited to:
  • application process
  • deadlines
  • eligibility
  • fees & fee inclusions
  • language proficiency requirements
  • web-based resources for in-bound exchange students

Back-up (on rare occasions) 

  • When the National Student Exchange Coordinator is not available, 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 fourth-in-line, behind the Front-line Advisor, Study Abroad/Away Coordinator, and National Student Exchange Coordinator, to: 
    • Answer outbound-related questions (walk-in, phone and, over longer absences, email);
    • Respond to urgent requests for action;
  • Serves as fifth-in-line, behind the Front-line Advisor, Study Abroad/Away Coordinator, Immigration Compliance/Enrollment Management Coordinator, and National Student Exchange 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 and when four staff are necessary to meet demand:
    • during the week (Monday –Friday) leading to each application deadline;
    • during other high traffic periods.
  • Assists in the office response to emergencies.

Please contact The Office of International Education for more information about specific work hours. 


  • Bachelor’s Degree;
  • Ability to identify, interpret, apply, and present 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 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;
  • 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.

This position requires that the incumbent be available for

  • A minimum of 6 visits per year to UW System campuses, including the campuses furthest from UW Oshkosh;
  • Frequent responsibilities outside of normal office hours;
  • Attendance, based on funding and rotation of OIE staff, at the Hessen/Wisconsin annual business meeting.
  • Significant experience working, studying, or volunteering in Germany;
  • Ability to follow and assist in responding to European events, especially in relation to crises that affect exchange participant health, security and/or well-being;
  • 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:

Cover letter, resume, and contact information for 3 references 

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

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by February 28, 2018 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 Standard Time
Applications close:

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