Program Coordinator, WSP (18654)

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About the Department/Unit

The Office of Global & Immersive Studies creates and provides study programs at AU, elsewhere in the United States, and abroad that serve AU’s mission to educate citizens capable of engaging with complex global issues. These programs are characterized by their integration of rigorous academic engagement with experiential learning. Programs include our more than 150 study abroad and exchange programs across the globe, including our AU Centers in Brussels, Madrid, and Nairobi; experiential-based programs in DC and other U.S. cities; and our English language and bridging programs designed for international students who wish to begin their university studies in the U.S. The experiential components amplify and extend the liberal arts learning that occurs on campus while enhancing students’ global engagement.

Summary/Objective

The program coordinator position focused on recruiting and on-boarding is responsible for managing student enrollment, communication, admissions, on-boarding, housing needs, and scholarship applications in the Washington Semester Program (WSP). This position serves as an admissions liaison to prospective WSP students coming from partner and non-partner universities. The position manages the pipeline, massages inquiries, and responds to prospective students. Its supports students through the application process with enrollment decisions, deposits, advising, scholarship information, housing information, and troubleshooting. Serves as a primary point of contact for students prior to the start of the program. It provides proactive support, records management, and engagement for students to ensure they are experiencing well-run programs. Assists with advising, orientation, housing, billing, and student activities each semester. It keeps track of records related to scholarship requests, financial aid, and partner school enrollment.

Essential Functions

1. Washington Semester Program Coordinator and Recruiter: This position helps manage the student enrollment and admissions infrastructure for the Washington Semester Program. Specifically, it:
   • Supports the pipeline of prospective students with communication, evaluations, interviews, and application materials.
   • Reaches out proactively to prospective students to encourage applications and deposits.
   • Travels and helps plan travel for OGIS staff and faculty recruiting trips
2. On-boarding and Student Support: The position provides direct support for students enrolled in the Washington Semester Program, actively engaging with students through their time as a OGIS student and alumnus. Specifically, it:
   • Confirms student participation and on-boarding, orientation process, and supports data management for internship interests.
   • Facilitates student arrival by keeping records of housing, scholarships, billing arrangements, internship interests, and special requests
   • Helps plan and execute orientation activities for WSP and provides accurate bills (as per partner agreement), housing options, and campus life information.
3. Program Enrollment, Recruitment & Other Duties as Assigned By Supervisor: This position has to travel to recruit students to participate in the Washington Semester Program through direct engagement with partner schools, including on-site visits, alumni contacts, social networking, and virtual information sessions. Specifically, it:
   • Makes presentations to classes, key prospect student groups, or organizations
   • Presents to students, faculty, and administrators individually and in groups
   • Meets with partner representatives and other administrators on campuses to ensure clear and strong administrative relationships.

Work Environment

• The worker normally performs their job indoors in an office environment.
• Occasional travel to support WSP recruiting activities will be required. Occasional after hours work to support special programming. Limited weekend work at the employee’s discretion.

Position Type/Expected Hours of Work

• Full-Time
• Coordinator/Analyst B
• Non-Exempt
• This is a union-eligible position

Required Education and Experience

• 2-4 years experience in academic administration in one or more of the following areas: advising, admission or registration.
• Bachelor's Degree or equivalent combination of education and experience in a related field.
• Knowledge and familiarity with an academic administrative environment including the organizational and governance structure of major colleges and universities.
• Skill using MSOffice, Ellucian Colleague, CRM Recruit/Advise, Salesforce, Symplicity, Handshake, or other academic CRM software application.
• Knowledge of the Washington area job and internship market for college and graduate students.
• Ability to collaborate and work effectively with a range of others, including senior management, peers and students.
• Ability to make difficult decisions with reasoned judgment in accordance with university policies and standards.
• Ability to establish rapport and trust with students, parents and families, colleagues and the campus community.
• Knowledge of student affairs policies and processes, including registration, dining, transportation, academic standing, residence life, etc.
• Knowledge of student development, both theory and application, as well as a thorough understanding of higher education systems.
• Ability to interact with others in a consistently courteous and respectful manner, with an awareness of diverse perspectives and a commitment to inclusivity.
• Excellent communication, writing, interpersonal and organizational skills.
• Ability to travel out of state on a limited basis.

Preferred Education and Experience

• KSA Statement

Additional Eligibility Qualifications

• Ability to serve as bridge to services, intervene and/or advocate on students’ behalf with offices across campus such as the Registrar, Dean of Students, Residence Life, Housing, Dining, Health, Counseling, Transportation, Public Safety, and Student Accounts in an effort to support needs, drive engagement and empower students to achieve their goals.
• Ability to provide academic advising, student services referrals, and other student support needs as required and in collaboration with advisors and other AU units. Ability to advise and counsel students in meeting program requirements, academic regulations, and policies. Ability to provide a student-centered approach that focuses on relationship building and providing excellent customer service.

Others

• Hiring offers for this position are contingent on successful completion of a background check.
• To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive .
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.Click here to learn about American University's unique benefit options .

Current American University Employees

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Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC