Study Abroad/Away Program Manager

University of Wisconsin-Oshkosh
Wisconsin, United States
Salary Not Specified
Oct 26, 2020
Employment Type
Full Time

Working Title: Study Abroad/Away Program Manager Official Title: Associate Student Services Coordinator Employment Class: Non-Instructional Academic Staff FTE: 1.0 Compensation: $37,526 - $38,790 FLSA Status: Exempt Terms of Employment: Annual, Fixed-Term Renewable Position Summary: The Program Manager is responsible for the organization, management, planning, and implementation of all off-campus (abroad/domestic) group programs run through the OIE. The incumbent collaborates with internal and external partners to ensure well-organized programming at the lowest acceptable level of risk to participants, program leaders and the institution. The incumbent serves as liaison to College Deans and Department Chairs and collaborates with Program Liaisons on a daily basis regarding logistics and flow of group study programs, integration of academic content into programs, best practices for recruiting students into programs, and best practices on cross-marketing with other Program Liaisons and departments. The incumbent reports to the OIE Associate Director and must have a high degree of familiarity with OIE policies and procedures, professional best practice, study abroad/away risk management, and UW System and State of Wisconsin travel and high-dollar procurement policies. Responsibilities

75% Organization, management, planning, and implementation of group programs abroad/away

-Maintains currency on and compliance with UW System Administrative Policies Series 400: Travel.

-Serves as primary liaison to college and department partners, including Program Liaisons, Program Leaders & Co-leaders, Department Chairs and College Deans.

-Guides Program Liaisons & Leaders through the development of academic travel itineraries. Recommends or requires alternatives to logistics, accommodation, transportation, and other itinerary elements after taking into consideration logistical efficiencies, impact on budget, site safety, personal security, and other potential risks. Communicates all changes to program itineraries and all risks to, and discusses risks with, the OIE Associate Director.

-Serves as primary liaison to external partners and vendors (e.g. airline companies, travel agencies, program providers, bus companies, etc.) throughout the development and implementation of the academic program itinerary, with continued attention to potential risk factors. Communicates change requests, approved changes, and the financial impact of changes to internal OIE stakeholders and stakeholders external to the OIE.

-Approves change requests.

-Maintains a thorough understanding of the OIE Standard Operating Procedures for assessing risk in group travel and communicates all new or potentially new risks to the OIE Associate Director.

-Communicates workflow timelines, deadlines and OIE program development protocol to Program Liaisons and stakeholders outside the OIE and manages compliance. With prior approval of the OIE Associate Director, grants exceptions to planning timeline, OIE deadlines and program development policy when doing so decreases risk or leads to efficiencies in planning or workload or is beneficial to a student on an exceptional basis. With prior approval of the OIE Associate Director, recommends program postponement when planning stalls or Liaisons or external partners are unable to meet planning deadlines.

-Advises students, Program Liaisons and Program Leaders on OIE-reserved group & individual flights, reserving individual flights (how to) and OIE policies on deviation from a group schedule. Approves student and Program Leader deviation requests from group schedules. Communicates deviation details to OIE staff via online application system and to Program Leaders and appropriate hosts/providers.

-Responds to questions from study abroad/away participants and their family members as allowed under FERPA and follows up to resolve issues as needed.

-Adds and updates details on program dates, logistics/academic itinerary, accommodation, meals, changes in program leadership, etc. in Program Web Guides in a timely manner and ensures that content in Program Web Guides and orientation documents remains accurate and consistent.

-Evaluates and monitors services provided by vendors and makes recommendations to the OIE Associate Director for change as needed, including before, during and after program implementation.

-Gathers and analyzes data from student evaluations to develop plans for program improvement.

20% Procurement

-Maintains currency on and compliance with UW System Administrative Policies Series 500: Procurement.

-Writes and disseminates formal “Requests for Proposals” for services when required by state or UW policy or when necessary to ensure proper balance between cost, service and risk. Writes and sends informal requests for proposals when permitted by UW policy and feasible. Compares received proposals, including logistics, accommodation, transportation, services, and other proposal elements to original Requests for Proposals and Communicates risks to and requests feedback from the OIE Associate Director. Communicates the details of viable proposals to the Program Liaison. Makes final decisions on provider selection. Communicates awards and rejections to proposers.

-Identifies and researches opportunities for new partners, vendors and destinations relevant to proposed programming and communicates these opportunities to stakeholders inside and outside of OIE. Initiates and plans on-campus presentations by suppliers as appropriate.

-Requests group air block options from the UW System approved vendor. Contracts for or reserves approved group air blocks and books individual tickets following state or UW policy.

-Communicates group air block options to stakeholders. Makes final decisions on group air block selections.

-Contracts for or reserves group ground elements per UW, State and Vendor policies, terms and conditions.

-Seeks exceptions to policy when exceptions decrease risk (operational, financial, safety, security, health, etc.).

-Writes or reviews contracts for consistency with expected program services and standard UW contractual language. Reserves group ground elements per UW, State and Vendor policies, terms and conditions.

-Communicates contract or group block payment terms and deadlines to the OIE Financial Specialist.

-Vets potential providers & vendors.

5% Emergency Response & Other

-Responds to Program Leader requests for assistance in resolving issues that arise during programming. Due to time differences, urgent requests may need to be resolved during evening or weekend hours.

-Documents position responsibilities through a position resource guide and position annual events timeline.

-Maintains currency on OIE risk protocol and emergency response plans for group programs abroad.

-Maintains currency on outbound insurance provisions and insurance contacts.

-Maintains currency on outbound group program emergency contact details.

-Assists in the office response to emergencies.

-Participates in weekly staff meetings to inform staff of current issues and deadlines.

-Completes special projects/other duties as assigned.

-Backup: During a period of extended OIE Associate Director and/or Financial Specialist and/or Front Desk Advisor absence or in an emergency, provides backup or assists with providing backup consistent with the incumbent’s skills and abilities.

Qualifications Required:

-Bachelor’s degree;
-Significant experience independently traveling abroad;
-Attention to detail;
-Ability to organize and prioritize multiple tasks, performing successfully and with composure;
-Initiative and ability to work independently without close supervision;
-Excellent verbal and written skills to prepare clear, concise and grammatically correct correspondence (via email and mail);
-Excellent interpersonal skills, with the ability to interact diplomatically with a diverse group of individuals and to communicate clearly and effectively with native and non-native speakers of English, all in a service-oriented environment;
-Ability to independently address & solve complex issues through teamwork and consultation;
-Proficiency in MS Office (Word, Excel); Ability to learn additional software as required.
-Demonstrated commitment to Diversity, Equity, and Inclusion


-Experience organizing, managing, planning, implementing and providing risk review for international group travel;
-Background in managing travel-related risk;
-Experience identifying the financial cost of individual elements within travel itineraries and in communicating these costs relative to per participant fees to stakeholders;
-Advanced skills in MS Office (Word, Excel) and experience entering data into/extracting data from web-based electronic systems.

To Apply:

Applicants must submit the following documents using the online application:

Cover Letter, Resume, and contact information for 3 references.

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: .

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by November 10, 2020, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see , or call UWO’s Police Department, at (920) 424-1212 for a paper copy.

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