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International Program Coordinator, Mansfield Center

University of Montana
Montana, United States
Salary Not Specified
Posted date
Sep 6, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, International Programs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Community Relations & Institutional Outreach
Salary Band
Not specified
Employment Type
Full Time
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Staff Vacancy Announcement

The Mansfield Center invites applications for an International Program Coordinator (Program Coordinator II) . This position is a multi-faceted role at the Mansfield Center, ensuring that international programs run smoothly, with high impact for international participants as well as the many U.S. stakeholders involved in the programs. The International Coordinator works on a diversity of international exchange programs, with direct support to participants as well as serving as a liaison between U.S. partners, community members, and UM colleagues. This position requires a multitude of skills, from building relationships and communicating effectively to detail-oriented logistics management. The International Program Coordinator is an integral member of the Mansfield Center team who contributes to a quality work environment.

This is a fast-paced position that requires critical thinking skills to address multiple, varied logistics in support of international exchange activities. The primary focus of the position is supporting the success of nearly 100 international short-term visitors to UM or through virtual exchange each year, in such fields as global environmental issues, secondary education, and workforce development. It requires extensive public engagement with U.S. and international stakeholders, as well as significant computer work in terms of database and organizational management. The International Program Coordinator collaborates with a diverse team in a professional and expeditious manner to engage with the public, including students, faculty, and community members, as well as visiting international students, scholars, and professionals.

The International Program Coordinator coordinates services, activities, and offerings of selected programs, with a focus on U.S. Department of State exchange activities. The International Program Coordinator organizes and troubleshoots program logistics, especially complex domestic and international travel arrangements. The position also coordinates the promotion and logistics of public events such as weekly academic year dialogues, annual conferences, publicity and outreach, and other opportunities for community engagement.

In order to successfully conduct these activities, the Program Coordinator builds and maintains relationships; develops promotional activities including electronic and written materials, paid advertising, information sessions, and direct outreach. They will create and edit extensive program material and design elements; organize and maintain paper and electronic files; and create and compile evaluations and reports. This position will also manage websites and social media, including Facebook, Instagram, Twitter, and blogs; and may require an alternative work schedule during program implementation periods.

Key responsibilities of this position include, but are not limited to:

Conducts outreach, communication, and events to promote and coordinate international exchange activities (in-person and virtual):

  • Creates and develops innovative marketing strategies and event materials for international exchanges and MC events using channels such as website, social media, public presentations, workshops, internationally focused events, campus newsletters, etc.
  • Runs logistics for international visitors as well as manages technology for virtual exchange programming and assists managers and directors with all relevant logistics.
  • Develops opportunities for international visitors to connect with the community, including home stay and cultural exchange activities, which may also be virtual.

Manages and monitors critical logistics for international exchange activities

  • Manages communication with virtual exchange participants and plans and executes virtual activities, communicating with all relevant stakeholders including colleagues, speakers, volunteers, and participants.
  • Compiles all relevant and confidential information regarding international exchange visitors, including immigration, medical, and travel documents.
  • Manages comprehensive visitor support systems including housing, meals, and transportation throughout short-term exchange programs, in Missoula, throughout the state, and across the country for study tour locations.
  • Develops responses to U.S. Department of State requests for information on participant logistics, in-country activities, and alumni activities.
  • Develops individualized programming for international visitors based on their specific research and program interests.

Provides general program management and technical expertise

  • Manages exchange visitor applications and pre-departure material, as well as logistics and communications for virtual orientations, live and recorded virtual sessions, and builds websites such as Moodle for virtual curriculum.
  • Organizes and supports webinars, such as facilitating Zoom online sessions.
  • Organizes program and participant information, utilizing Excel, Word, PowerPoint, and Canva.
  • Utilizes Trello for project and event management on a daily basis as well as for personal work planning.
  • Ensures timely and effective customer service to faculty, staff, students, and community partners.
  • Ensures accurate and reliable information is available to Mansfield Center staff on international visitors.
  • Supervises, trains, and supports student employees and interns.
  • Helps implement and ensure compliance with all State Department and UM policies and procedures.
  • Manages and maintains website.
  • Serves as liaison with campus units to ensure smooth, efficient, and effective coordination of activities, as well as working to foster a strong working relationship between the Mansfield Center and partner units.
  • Manages, maintains, and continuously improves knowledge of alumni contacts and activities.
  • Manages, maintains, and continually improves evaluation instruments, including Qualtrics surveys.

Administrative Tasks

  • Distributes mail and manages the general Mansfield Center email account.
  • Assists the Executive Director with communication duties and other office and relational work.
  • Organizes weekly staff meetings and is in charge of reporting staff meeting minutes.

This position requires extensive independence and critical thinking skills. The International Program Coordinator may report to multiple program managers and directors, as simultaneous and overlapping programs and events require extensive collaboration and communication with multiple staff members. Candidates must be able to prioritize tasks to ensure efficiency and to meet deadlines, as well as balance many details and programmatic nuances. Supervision involves training (providing information on UM/Center/program resources, policies, and procedures), thoughtful distribution of and oversight of tasks, and ensuring that critical functions with urgent timelines are completed in an efficient and effective manner. This position also requires the supervision of up to three student employees.

In addition, this position will act as a co-point of contact for international program participants and project team members regarding various aspects of programming. Such team members may include Center colleagues, guest speakers, external vendors, and professional consultants.

Upon completion of training, the incumbent will have developed a working knowledge of:

  • Ability to work successfully with people from diverse international and cultural backgrounds, including Native American communities, Asian and Latin American communities in our target region.
  • Advanced knowledge of Center programs and objectives.
  • Establish and maintain working relationships in order to successfully coordinate with external vendors and UM units such as Business Services, Housing, Global Engagement Office, Office of Research and Sponsored Programs, and Campus Dining.
  • Develop and maintain Center website using Cascade Contemporary Management System software.
  • Working knowledge of UM databases such as Banner, GrizMart, Infogriz and UApprove

Required Skills
  • Strong organizational, customer service and problem-solving skills.
  • Strong analytical and critical thinking skills, including the ability to independently create and actualize ideas and solutions.
  • Ability and willingness to consistently exercise sound judgment.
  • Ability to troubleshoot programmatic or participant issues independently.
  • Ability to manage varied and urgent tasks and to maintain efficient workflow.
  • Strong and varied communication skills required to represent the Center in written, verbal and nonverbal exchanges to ensure the best support to program members including international program participants, student employees, Center administrative staff, other project managers and vendors.
  • Ability to anticipate office and participant needs, take initiative, and motivate others to perform at their highest professional level.
  • Ability and willingness to maintain accurate records and maintain strict confidentiality when working with proprietary information.
  • Proven ability to work successfully within a team and with people from diverse international and cultural backgrounds.
  • Demonstrate an understanding of diversity and inclusion in order to support international and domestic program participants and partners of varied backgrounds.
  • Skilled in the use of personal computers, including Excel spreadsheets, PowerPoint presentations, Word documents, and programmatic reports. Demonstrated capacity to learn additional electronic resources such as Qualtrics, Zoom, Trello, Canva, and other UM systems.
  • Comfortable making complex travel arrangements and able to escort program participants in travel across Montana when required.
  • Ability to drive across Montana on field studies.
  • Ability to engage in strenuous travel, such as escorting groups of up to 21 fellows together with one other UM employee on eight-day study tours to other states that might incur up to 15-hour days.

Preferred Qualifications
  • Bachelor’s degree (or equivalent) in addition to two (2) years of closely related experience; or any combination of experience and education that provides the competencies necessary to successfully discharge the duties and responsibilities assigned to the position.
  • Experience studying or living abroad, or experience domestically with international audiences.
  • Capacity to actively engage in long workdays, including evenings and weekends during program implementation periods, and virtual sessions that begin early in the morning and virtual sessions that end late at night.

About the Mansfield Center and UM

The Maureen and Mike Mansfield Center is an academic unit of the University of Montana dedicated to fostering globally minded leaders of integrity to achieve a world in which we act with respect and integrity undeterred by our differences. Founded by an Act of Congress in 1983, we honor the life’s work of Senator Mike Mansfield and his wife Maureen to act with integrity in bipartisan leadership, support of democracy, and in global engagement, particularly with Asia.

The University of Montana is a flagship, research institution with over 9,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “top 20 best college towns with a population of less than 250,000” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “The 16 Greatest Places to Live in America” in 2014. Many national publications recognize Missoula for its high quality of life. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.

The University of Montana is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action : Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always"; partner with place; and proudly tell the UM story.

To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.

Position Details

Position Title: International Program Coordinator ( Program Coordinator II)

Position Number: NEW

Department: Mansfield Center

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year. This position requires an alternative work schedule during program implementation periods.

Salary: $16.25/hrCurrent employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan, email the Compensation Department .

Union Affiliation: FOCUS-MFPE

Probationary Period: Six months minimum

Benefits Include : Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

How to Apply

Priority Application Date: Thursday, September 30, 2021 by 11:59 PM (Mountain Time)

Complete applications received by the ‘Priority Application Date’ will be guaranteed consideration. The position will remain open until filled. Candidates are required to submit the following materials online via "New Resume/CV" button below

*Please note, only five (5) attachments allowed per application. Please combine documents accordingly.

A complete application Includes:

  1. Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
  2. Detailed Resume – listing education and describing work experience.
  3. Professional References – names and contact information for three (3) professional references.

Job Location Missoula, Montana, United States
Position Type Full-Time/Regular

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