Study Away Specialist

Hamline University•Saint Paul, IN

About The Position

This position’s primary responsibilities are to facilitate and coordinate Study Away and related GEC programs at Hamline University. This is an entry level position that serves the GEC’s various constituencies, including students, faculty, staff, parents, and external parties. The position is part time, non-exempt (0.5 FTE) and reports directly to the Director of the Global Engagement Center.

Requirements

Previous work experience with academic Study Away programs.
Familiarity with the Forum on Education abroad “Standards of Good Practice”.
Familiarity with NAFSA guidelines for Study Away and International Exchange students.
Knowledge of federal and state regulatory guidelines for Study Away Programs.
Good working knowledge of Google Workspace and Microsoft 365 Suite.
Experiencing working with generative and agentic AI and AI-powered features across different platforms.
Problem-solving skills, including the ability to analyze problems, draw relevant conclusions, and devise appropriate solutions.
Ability to multi-task and adapt to changing priorities and tasks.
Excellent presentation, written and verbal communication skills.
Ability to speak clearly and concisely, conveying complex information in a manner that others can understand, and inversely to process complex information from others.
Excellent organization and planning skills.
Proven ability to work under stress and tight deadlines.
Experience and sensitivity working with students from diverse backgrounds and life experiences.
Experience in planning student activities and other events for various stakeholders.
Demonstrated intercultural communication and public speaking skills.
Web editing and basic graphic design skills (Adobe Photoshop, Illustrator, or Canva)
Bachelor’s degree in International Studies, Student Affairs, or other fields in the Social Sciences or Humanities.
Experience working in a university setting.
Excellent communication and presentation skills.
Experience living or studying abroad or engaging with international students in the US.
Must be able to perform the essential functions such as:
Work on a computer for extended periods of time.
Travel to and off campus or off-site locations.
Work an on-call schedule and respond to emergency situations.
Work occasional evenings or weekends.
Must have a Driving License.

Nice To Haves

Prior experience working with Study Away or International Student Services.
Prior experience and certification to work with SEVIS—the Department of Homeland Security portal for the Student and Exchange Visitor Program. (Preferred but not required.)
Proficiency in language other than English.

Responsibilities

Assist faculty with their program proposals and ensure they submit their applications to the GEC Director in a timely fashion.
Work with faculty and Program Providers on itineraries, budgets, and contracts.
Assist with recruitment of Campus Colleagues for Study Away programs.
Collect faculty post-completion program reports.
Assist with travel logistics such as booking flights and accommodation for Faculty-Led programs.
Work with other campus units to coordinate and track Study Away procedures, processes, and documentation (e.g., registration, billing, check deposits, program cancellations, student withdrawals, transcripts, credit transfers, etc.).
Assist with training sessions on risk management, safety measures, student conduct, health insurance, travel logistics, and other protocols.
Oversee all application advising and processes for semester, year-long, summer, and short term (J-Term/May Term) cycles.
Advise Hamline students about program types, policies, costs, financial aid, trip budgeting, and their educational goals.
Hold pre-departure orientations and post-return debriefing to Study Away students.
Tabling in Anderson Center and other venues to make students aware of Study Away opportunities.
Work with the Marketing Office to promote Study Away through various modalities and platforms.
Ensure all GEC webpages are up to date (e.g. application deadlines, GEC events, working hyperlinks, etc.).
Update recruitment and marketing materials (e.g. GEC brochures and program flyers).
Organize and host Study Away Fair each semester to bring together external Program Providers/International partners, faculty advisors, and students interested in Study Away.
Visit classrooms and give short presentations on all aspects of Study Away at Hamline.
Participate in Admissions and other events on campus to promote GEC.
Assist with communication with GEC’s Exchange partnerships and Program Providers and provide logistical support as appropriate
Work with incoming Exchange students on their applications to the GEC, course registration, housing assignments, meal plans, book rentals, and other campus services.
Coordinate with campus offices involved in processes pertaining to incoming Exchange students (Student Advising, Registrar, Student Accounts, Residential Life, Dining Services, etc.).
Update program Institution Information Sheet (IIS) each semester with arrival details for exchange students.
Build Google Sites addressing different target audiences.
Oversee front desk operation, answer phone calls and engage with unscheduled walk-ins.
Monitor the GEC email account and respond to emails in a timely manner.
Organize filing system and store records as appropriate.
Maintain GEC website and Google folders and ensure documents are updated regularly.
Assist the GEC Director with day-to-day tasks.
All other duties as requested.