Study Abroad Advisor (SSP III)

Stanislaus State•Turlock, CA

14d

About The Position

Classified as: Student Services Professional III Full-time position available on or after January 5, 2026 for International Education and Global Engagement. Under general direction, the Study Abroad Advisor Is responsible for maintaining and coordinating all study abroad programs including study abroad, exchange, study away, faculty-led programs and the inbound J-1 exchange student lifecycle. The advisor functions as the primary subject-matter expert on outbound international mobility advising, while also coordinating key processes that directly support student success, compliance, and global learning. The position requires advanced knowledge of study abroad policies, a high degree of independent judgment, and the ability to navigate sensitive and complex student situations across cultures, regulatory systems, and institutional structures. The incumbent advises students, coordinates application cycles, logistics, risk/readiness activities, and partner processes, and implements established procedures for J-1 record actions in collaboration with the Responsible Officer (RO) and campus partners. The position serves as an Alternate Responsible Officer (ARO) and maintains required eligibility and training. The incumbent also supports International Education and Global Engagement priorities through projects and related duties.

Requirements

Education: Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related.
Experience: Equivalent of three years of progressively responsible professional student services work experience. (A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.)
Master’s degree or post-baccalaureate professional development and training in international education, higher education administration, or a closely related field.
Minimum of three years of experience serving as an Alternate Responsible Officer (ARO) for the J-1 Exchange Visitor Program (student category), including DS-2019 preparation, secure electronic issuance, arrival check-ins, orientation, SEVIS validations, extensions, and Academic Training advising.
Minimum of three years of experience in study abroad administration and program coordination, including advising, faculty collaboration, budget planning and documentation, curriculum support, marketing and recruitment, student services, and the development and automation of office protocols/workflows.
Minimum of three years of experience implementing outbound risk/safety protocols and compliance practices (e.g., applying Forum on Education Abroad standards, travel registry/insurance processes, incident response coordination).
Minimum of one year of experience using student information systems (e.g., Banner, PeopleSoft/CSU CMS), study abroad application platforms (e.g., Terra Dotta, Via), and CRMs; demonstrated fluency with Microsoft Office and/or Google Workspace.
Documented results increasing overall study abroad participation and/or participation by underrepresented students (please include brief metrics or examples in your application materials).
Experience studying, working, or living abroad and/or second-language proficiency or documented professional experience supporting outbound programs and cross-cultural advising across multiple world regions. Experience in any region will be credited equally; Spanish fluency and experience supporting study abroad in Mexico/Latin America are a plus but not required.

Nice To Haves

Master’s degree or post-baccalaureate professional development and training in international education, higher education administration, or a closely related field.
Minimum of three years of experience serving as an Alternate Responsible Officer (ARO) for the J-1 Exchange Visitor Program (student category), including DS-2019 preparation, secure electronic issuance, arrival check-ins, orientation, SEVIS validations, extensions, and Academic Training advising.
Minimum of three years of experience in study abroad administration and program coordination, including advising, faculty collaboration, budget planning and documentation, curriculum support, marketing and recruitment, student services, and the development and automation of office protocols/workflows.
Minimum of three years of experience implementing outbound risk/safety protocols and compliance practices (e.g., applying Forum on Education Abroad standards, travel registry/insurance processes, incident response coordination).
Minimum of one year of experience using student information systems (e.g., Banner, PeopleSoft/CSU CMS), study abroad application platforms (e.g., Terra Dotta, Via), and CRMs; demonstrated fluency with Microsoft Office and/or Google Workspace.
Documented results increasing overall study abroad participation and/or participation by underrepresented students (please include brief metrics or examples in your application materials).
Experience studying, working, or living abroad and/or second-language proficiency or documented professional experience supporting outbound programs and cross-cultural advising across multiple world regions. Experience in any region will be credited equally; Spanish fluency and experience supporting study abroad in Mexico/Latin America are a plus but not required.

Responsibilities

Advise outbound students on program selection, eligibility, academic planning/credit, scholarships/finances, safety/readiness, pre-departure, and re-entry. Provide general guidance on outbound visa processes and required documentation; coordinate provider/university resources.
Advise inbound J-1 exchange students on pre-arrival requirements, arrival logistics, enrollment expectations, health insurance, and campus resources; provide referrals as needed. As ARO, prepare and securely transmit DS-2019; document issuance and communications per established procedures. Conduct arrival check-ins and validate J-1 records in SEVIS; monitor term enrollment and address data; process permissible updates (e.g., extensions, corrections) under established guidelines. Prepare and issue Academic Training (AT) authorization as permitted by policy; provide related advising.
Facilitate pre-departure, re-entry, and J-1 orientation/workshops that build intercultural awareness and safety readiness. Advocate for student needs with campus partners when barriers arise; maintain accurate case notes.
Coordinate application cycles and timelines for providers, bilateral exchanges, short term and faculty-led programs; maintain accurate records, deadlines, and checklists. Coordinate the faculty-led program proposal cycle (call, intake, deadline management), budget input documentation, required approvals, logistics, risk/safety preparation, and post-program close-out.
Liaise with partner institutions for nominations, documentation, and confirmations; track and maintain reciprocal exchange balances and partner data. Coordinate J-1 lifecycle tasks (pre-arrival communications, DS-2019 workflow, arrival validation, enrollment checks, holds/insurance processes, and term close-out steps) in alignment with established procedures.
Coordinate study abroad outreach including education-abroad fairs, classroom presentations, information sessions, and digital/web updates; maintain advising pages and application workflows in the platform in collaboration with Marketing/Communications. Coordinate receipt of study abroad transcripts and route for credit evaluation per campus procedures; track credit articulation status to resolution.
Maintain files and process documentation; ensure records are retained per policy. Coordinate required insurance enrollments for outbound programs and provide supporting documentation for campus travel authorization processes; escalate exceptions to Risk Management per established protocols.
Coordinate event logistics orientations, and information sessions (space reservations, facilities requests, catering, and volunteer support). Maintain application and advising workflows in the study abroad platform/CRM and monitor data integrity through routine reviews and updates.
Provide work direction to student assistants supporting advising, outreach, and events (assign tasks, train, schedule, and review work); escalate hiring, evaluations, and discipline to the Executive Director. Implement established incident response procedures for outbound programs; participate in after-hours/on-call coordination.
Collect and analyze participation, satisfaction, and outcome data; prepare concise summaries to inform improvements. Document standard operating procedures (SOPs) and recommend workflow refinements; implement approved changes.
Stay current with relevant guidance (e.g., Forum on Education Abroad, CSU guidance, federal J-1 regulations) and update materials/checklists; maintain ARO eligibility through required trainings. Participate in International Education and Global Engagement meetings/projects and professional development. Assist other International Education and Global Engagement functions during peak periods as appropriate within classification. May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards. At the direction of appropriate administrator, may provide support to other areas as needed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification. Other duties as assigned.