Program Specialist or Program Coordinator - Study Abroad
Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 11737
Full/Part Time: Full Time
Org Marketing Statement
The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 34,300 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more , on or on , , , or .
Posting End Date: Applications will be accepted through 11:59 PM CDT on 4/26/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.
At the discretion of the hiring manager, this position....
Salary Range:
Program Specialist: $31,200 - $44,426/Annualized, commensurate with education, experience and qualifications.
Program Coordinator: $33, 340 - $53,512/Annualized, commensurate with education, experience and qualifications.
Based on the qualifications of the finalist candidate, this position will be classified as a either a Program Specialist or Program Coordinator.
Hours: up to 40 hours per week, non-exempt.
Required Application Materials:
- Resume is required.
- Cover letter is preferred.
Essential Functions
Program Specialist
Job Summary
The Program Specialist, Study Abroad, is an entry-level position responsible for advising and carrying out daily operations of UTSA Study Abroad at the University of Texas at San Antonio. This role will serve UTSA's student population in support of UTSA Study Abroad's central function of enhancing and promoting international opportunities for students, faculty, and staff. The Program Specialist for Study Abroad is responsible for communicating with various offices and departments across campus, in-country partners, and international partners. The duties of this role align with UTSA's vision of providing access to educational excellence and preparing citizen leaders for the global environment.
Core Responsibilities
- Provides effective and accurate study abroad advising, facilitates pre-departure orientation sessions for students, and completes routine correspondence with prospective participants, applicants, and students during and post-study abroad.
- Assists with managing a portfolio of programs including, but not limited to reciprocal exchange, affiliated faculty-led, global study centers, and internship/experiential.
- Fosters professional relationships with key academic advisors and faculty, develops a strong understanding of the academic structure of degree plans, and conducts activities in support of mutual goals.
- Collaborates with university departments, special groups, and external agencies to coordinate resources and communicate/market programs.
- Provides timely information and advice to students (individually and in groups) regarding program options, the resources available, and university policies.
- Transforms to a competent user of Terra Dotta study abroad application portal software.
- Schedules and carries out activities in assigned programs and projects.
- Produces and distributes program materials.
- Supports promotional events such as biannual study abroad fair, tabling, "UTSA Day," etc.
- Collects data from various sources and analyzes it for accuracy, completeness, and relevance. Prepares statistical, technical, financial, and confidential reports, charts, and graphs.
- Creates electronic documents such as Business Expense Forms (BEF), and Facilities Services request forms.
- Collaborates with and delegates to student associates who support the unit.
- Supports visiting exchange students, Gilman scholars, and peer ambassadors.
- Performs other duties as assigned.
Required Qualifications
- Bachelor's degree from an accredited institution.
- Two (2) years of professional experience.
- Experience living, working, or studying abroad.
- Public speaking and interpersonal skills.
- Organizational and time management skills.
- Takes initiative and uses independent judgment.
- Strong verbal and written communication skills.
- MS Office experience (Word, Excel, PowerPoint, Outlook).
- Knowledge of Banner.
- Knowledge of Terra Dotta.
Preferred Qualifications
- Experience with advising for college students or similar populations.
- Experience with public speaking including delivering presentations to students.
- Experience with social media marketing.
- Experience with Terra Dotta or similar software.
- Experience with Banner.
Program Coordinator
Job Summary
The Program Coordinator, Study Abroad, is an experienced professional responsible for coordinating the daily operations and logistics of the study abroad programs at the University of Texas at San Antonio. This role will serve a broad UTSA student population in service of UTSA Study Abroad's central function of enhancing and promoting international opportunities for students, faculty, and staff. The Program Coordinator for Study Abroad is responsible for coordinating efforts with various offices and departments across campus, in-country partners, and international partners. The duties of this role align with UTSA's vision of providing access to educational excellence and preparing citizen leaders for the global environment.
Core Responsibilities
- Acts as lead for study abroad and exchange student advising, pre-departure orientation, and correspondence.
- Assists with managing a portfolio of programs including, but not limited to reciprocal exchange, affiliated faculty-led, global study centers, and internship/experiential.
- Builds and maintains professional relationships with key academic advisors and faculty, develops a strong understanding of the academic structure of degree plans and departmental goals related to internationalization, identifies opportunities for academic collaborations, and conducts activities in support of mutual goals.
- Serves as primary point person for maintenance and support of Terra Dotta study abroad application portal software.
- Plans, schedules, and coordinates activities in assigned programs and projects.
- Ensures program needs are met through resource planning, tracking, and management.
- Produces and distributes program materials.
- Coordinates marketing and communication activities for the program, including the use of best practices to develop effective social media strategies.
- Assists with event planning logistics for biannual study abroad fair, tabling, and other related promotional events.
- Maintains tracking and reporting systems to monitor program/ participant progress and results.
- Provides data and progress/status reporting as necessary for program sponsors and other university personnel.
- Creates reports to reflect student progress, and assists in the creation and maintenance of internal controls to protect student confidentiality and program reporting.
- Offers dedicated support of UTSA Global Study Centers.
- Evaluates program activities and make recommendations for changes and enhancements.
- Makes recommendations to ensure the program evolves as necessary to continue to serve the mission.
- Maintains tracking and reporting systems to monitor program/ participant progress and results.
- Provides data and progress/status reporting as necessary for program sponsors and other university personnel.
- Creates reports to reflect student progress; assists in the creation and maintenance of internal controls to protect student confidentiality and program reporting.
- Prepares complex reports and documentation as required by regulatory agencies and institutional policies.
- Provides training and support to the Program Specialist and supervise student associates who support the unit.
- Mentors and guides visiting exchange students, Gilman scholars, and peer ambassadors.
- Performs other duties as assigned.
Required Qualifications
- Bachelor's degree from an accredited institution.
- Two (2) years of professional experience working with students and/or other groups to plan and coordinate activities and programs.
- Experience with study abroad advising for college students or similar populations.
- Experience with the full cycle of study abroad programs, including marketing, recruitment, selection, re-entry, and evaluation.
- Experience with public speaking including delivering presentations to students, faculty, and staff.
- Experience living, working, or studying abroad.
- Good public speaking and interpersonal skills.
- Outstanding organizational and time management skills.
- Advanced MS Office experience (Word, Excel, PowerPoint, Outlook).
- Knowledge of data management operations and ability to generate high-quality reports.
- Demonstrates competent decision-making and problem-solving ability.
- Excellent verbal and written communication skills.
- Basic understanding of administrative procedures such as record keeping and digitally filing documents.
- Knowledge of Banner.
- Knowledge of Terra Dotta.
Preferred Qualifications
- Experience working with translating global education into marketable skills.
- Experience with persuasive, compelling social media marketing.
- Experience with Terra Dotta or similar software.
- Experience with Banner.
Additional Information
- UTSA is a tobacco-free campus.
- This is a security-sensitive position. Employment is contingent upon a successful background check.
- Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
Working Conditions
Working Environment:
- Office environment.
- Requires use of personal computing equipment, telephone, multi-functioning printer, and calculator.
- Ability to travel to and from meetings, training sessions, or other business-related events.
- Occasional after-hours and weekend work or overtime may be required.
Physical Demands:
- Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
- Exerts up to 10 lbs. of force occasionally.
This position will require working both
remotely in Texas and on campus (approximately three days on campus and two days remote, weekly). Travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.
Equal Employment Opportunity
As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.
To view the full job posting and apply for this position, go to
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The University of Texas at San Antonio
April 06, 2024