St. John's established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Department: Office of International Education
Specific Job Title: Coordinator of Outbound Student Services
Reports to: Assistant Director of Outbound Student Services
Campus: Queens (with regularly scheduled Staten Island days twice per month)
St. John's is a Catholic, Vincentian, metropolitan, global, and anti-racist institution. In service of this mission, St. John's University is dedicated to ensuring that all students have access to global academic experiences independent of means or desire to travel. In the Office of International Education, we are committed to ending practices, structures and systems that act as barriers to participation for students across multiple, often intersecting identities. The Coordinator of Outbound Student Services will assist the Assistant Director in helping to ensure the quality of the student experience on the University's programs abroad by managing pre-departure processes, supporting the health and safety of students abroad, and providing resources to students upon return from study abroad programs. This position reports to the Assistant Director of Outbound Student Services. Office interns, student staff and Global Ambassadors report to the Coordinator.
Help to manage intake of required forms and information for all program participants and track compliance of those requirements
Create and maintain student lists to be sent to European staff periodically in advance of program arrivals
Assist in planning and management of Pre-Departure Orientation events, including development of content and events.
Work with the European teams to develop and update the Cultural Mentoring Program
Management of the Terra Dotta (TD)-based asynchronous orientation component, including development of content, semesterly updates, enrollment of students, and tracking of completion
Develop resources for and participate in DEI initiatives
VISA PROCESS MANAGEMENT
Ensure all study abroad programs are advised properly on visa requirements
Oversee outbound visa process, ensuring that all visa materials are clear, updated, and allow students the easiest possible route through the visa process as a means of reducing potential barriers to student access
Serve as point of contact for outbound visa issues and questions as they arise
HEALTH AND SAFETY
Enroll all students and faculty in international health insurance prior to departure. Manage relationship with international health insurance provider, and reconciliation of invoices with financial affairs team.
Review student health disclosure information and help to provide accommodations when necessary
Assist with management of emergency response and student conduct incidents abroad
Compile student and program director information binders for all programs to be provided to OIE staff and Office of Public Safety
Create and distribute two weekly newsletters informing accepted and confirmed students of important information and updates up until departures for semester and short-term programs
Create and update content on the Accepted Students website each semester to ensure that students are fully informed of all essential program information and pre-departure requirements
Help plan and lead program information sessions, parent pre-departure orientations, cultural mentorship programs, and other informational events throughout the semester
Create and distribute program updates for Peer Advisors (student workers), and help to oversee their front office work
With the Assistant Director of Outbound Student Services, manage the Global Ambassadors program (study abroad returnees) for recruitment events and as a peer resource for students and families interested in learning more about the student experience abroad
Position is part of a 24/7 emergency on-call rotation
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.
Excellent written and oral communication skills
Experience presenting in front of student groups preferred
Advanced skill level required for the use of Microsoft Office (Word, Excel, PowerPoint, and Outlook)
Advance skill level preferred for the use of Banner, customer relations management or other database software, Internet, and E-mail
Must possess excellent project management, time management and organizational skills; as well as initiative, resourcefulness, and attention to detail
Must exhibit flexibility and be able to perform successfully when challenged by changing workflow priorities
The Coordinator oversees the OIE student workers.
The Coordinator oversees graduate student interns to assist with the student entry visa process.
The Coordinator oversees the Global Ambassadors program. The Global Ambassadors program is a group of approximately 30 study abroad alumni who serve as the face of OIE to their peers across campus by sharing their study abroad experience to enhance recruitment.
This position operates in a professional office environment; This position is required to use standard office equipment such as personal computers, printers, etc.
While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate.
The work environment may have occasional noise as it requires the employee to sit in an open plan office. Additionally, the office is in a student building where classes and activities take place regularly, which means there often significant noise from students and faculty/administrators in hallways and nearby classrooms.
Position Type/Expected Hours of Work
This is a full-time position with expected days being from Monday through Thursday, 8:30-4:30 and Friday 8:30-3:00. This position will require some weekend work. Additionally, this position will require some workdays to extend past 4:30 p.m. (for meetings, student activities, presentations, etc.)
This position covers 2 days per month at the Staten Island campus during the fall and spring semester. Additionally, travel to our campuses abroad may be required.
Required Education and Experience:
Preferred Education and Experience:
At least one year of experience in international education, preferably within a University study abroad office
Customer service experience
Experience presenting in front of student groups
Excellent written and oral communication skills.
Proficient in the use of Microsoft Office (Word, Excel, Access, and PowerPoint)
All persons hired are required to be vaccinated and boosted against the COVID-19 virus, subject to the reasonable accommodation provisions of applicable law.
This position may be relocated to any of St. John's University's physical locations at any time
St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.
Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.
St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.