Study Abroad Operations Coordinator

University of Chicago • Chicago, IL

6d

About The Position

The Study Abroad Operations Coordinator joins a collegial and collaborative office as a subject matter expert on University financial systems administration (Oracle, Orbit, and GEMS/Concur) and ensures reconciliation practices meet University policy. Prepares expenditures, projections, and reconciliation of program and office funds. Serves as a liaison to Shared Services and communicates with graduate and undergraduate students regarding the processing of payments and reimbursements. Supports the Operations Manager and Senior Associate Director on the development and submission of budgets. The ideal candidate will have experience with budgets, managing financial tasks, and an interest in study abroad and higher education administration. The Operations Coordinator must also be able to work cooperatively with coworkers, international partners, staff from other units of the University, faculty, and students. This position is an excellent opportunity to gain experience in a Study Abroad office that benefits from strong faculty partnerships and institutional support. The Operations Coordinator is a full-time, year-round position and may require occasional domestic and/or possible international travel.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Nice To Haves

• At least two years of experience in study abroad or international education.
• Working in an academic environment in support of faculty and students.
• Budgeting, financial tasks, and database management experience.
• Proficient user of Excel.
• Proficient user of MS Office Suite and Outlook.
• Familiar with multiple currencies and currency conversions.
• Excellent attention to detail.
• Strong analytical skills.
• 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.
• Familiarity and knowledge of the University of Chicago, its systems, and its constituents.
• Maintain effectiveness under deadlines.
• Maintain confidentiality/discretion at all times.
• Exercise sound judgment, critical thinking, and reasoning.
• Handle multiple concurrent tasks in a professional manner while also meeting deadlines.
• Strong sense of teamwork.
• Take initiative to complete tasks and work both independently and cooperatively.
• Responsive to direction from supervisors.
• Handle stressful situations and remain calm under pressure.
• Resolve problems and mediate difficult situations with tact.

Responsibilities

• Coordinates and prepares financial transactions, including ePayments for invoices and reimbursements, expense tracking, procurement, and monthly ledger reconciliation.
• Administers Study Abroad student funding, including Summer International Travel Grants and Odyssey Scholar stipends, ensuring accurate and timely disbursements.
• Independently manages the collection and monitoring of Study Abroad administrative fee deposits, develops customized student payment plans, and proactively addresses delinquent accounts.
• Leads withdrawal administration by tracking reasons for withdrawal, coordinating accurate reporting to campus partners, and managing recovery of partial and full program fees.
• Partners with the Operations Manager to maintain financial records and contributes to strategic budget planning and projection development.
• Collaborates with the Office of the Bursar on quarterly program charges, COA account management, deposit reporting, and student billing oversight to ensure accuracy and compliance each quarter.
• Prepares and reviews student and program payments in coordination with the Operations Manager, including financial aid stipends, domestic and international program payments, student reimbursements, and disbursements from the Study Abroad Emergency Fund for Odyssey Scholars.
• Communicates with international and domestic partners regarding supplier and vendor onboarding, payment processing, and compliance.
• Functions as the primary liaison between the office and Shared Services, facilitating seamless communication and coordination.
• Provides high-level administrative coordination to Study Abroad senior leadership, including serving as GEMS delegate, generating expense reports, and contributing to written communications.
• Manages office procurement, ensuring efficient and cost-effective sourcing of supplies.
• Organizes and pulls data from confidential student information systems such as AIS, Student Information Analytics (SIA), and the study abroad student application database ViaTRM.
• Develops financial projections and prepares comprehensive monthly reports to support data-driven decision-making.
• Conducts in-depth analysis of Study Abroad participation trends, application data, and industry benchmarking surveys, translating findings into actionable reports for leadership.
• Contributes to strategic special projects, including research and data gathering for institutional reports and office operations initiatives.
• Oversees comprehensive file management for Study Abroad programs and special projects, including the curation and organization of archival materials.
• Supports the administration and integrity of Study Abroad databases, contributing to accurate and up-to-date records management.
• Contributes strategic input on office procedures and workflows, identifying opportunities to promote consistency, efficiency, and continuous improvement.
• Develops, maintains, and continuously updates Study Abroad timelines and calendars to ensure coordinated office and project workflow management.
• Represents the office at domestic conferences, information sessions, and other professional events, serving as an ambassador for the Study Abroad office.
• Serves as a knowledgeable front-line resource for students exploring Study Abroad opportunities and funding, providing guidance on application processes, maintaining open office hours, and connecting students with appropriate Program Managers.
• Cultivates ongoing, proactive communication with students regarding deadlines, required documentation, and program details in advance of their international travel.
• Participates actively in Study Abroad events, including the Study Abroad Student Fair and Student Advisory Committee meetings, contributing to a vibrant and engaged study abroad community.
• Curates and organizes student-facing materials available in the Study Abroad office, ensuring resources are current, accessible, and well-presented.
• Creates a welcoming and professional environment for all stakeholders, fielding inquiries and connecting guests with appropriate resources and staff.
• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related work as needed.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level