Academic Affairs And Inbound Exchange Specialist (527665)

Description

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Academic Affairs and Inbound Exchange Specialist. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

Salary

The salary range for this classification is $4,170 to $7,545 per month.

The anticipated salary hiring range is up to $5,000 per month, commensurate with qualifications and experience.

Classification

Administrative Analyst/Specialist – Exempt I

Position Information

The California State University, Office of the Chancellor, is seeking an Academic Affairs and Inbound Exchange Specialist to serve as the primary point to provide academic program information and administrative support for participants pursuing study abroad through CSU International Programs (CSU IP) before, during and after the study abroad experience. This position is responsible for organizing and maintaining records, preparing, and transmitting reports for returning program participants, and updating forms, publications, webpages, and web-based applications. This position also administers components of the inbound CSU Systemwide Exchange Program including processing and tracking applications. This position provides administrative support to the Assistant Director for Academic Affairs, Inbound Exchange and International Agreements.

The Academic and Exchange Services area of the International Programs has a three-part mission: 1) Provide information to stakeholders; 2) process, update and maintain accurate records, academic reports and academic-related forms and requests in a timely manner; and 3) administer an effective and efficient inbound exchange program.

Responsibilities

Under the general direction of the Assistant Director, Academic Affairs, Inbound Exchange and International Agreements the Academic Affairs and Inbound Exchange Specialist will perform duties as outlined below:

Academic Program Support, Enrollment Management, and Reporting

• Process routine requests, and other forms in a timely manner; make decisions in accordance with policy and procedures; defer exceptional policy requests to Assistant Director of Academic Affairs, Inbound Exchange and International Agreements.
• Process and record program withdrawals.
• Serve as the primary point of contact to provide program information and administrative support for outgoing CSU study abroad participants through each phase of the study abroad experience.
• Coordinate the reporting process including preparing and disbursing reports for returning participants.
• Monitor and send progress notifications.
• Provide administrative support to include conversion, and translation of courses, units, and grades from foreign institutions to CSU terms and equivalencies, etc.
• Research, prepare and send certificates of enrollment/participation.
• Facilitate registration and monitor enrollment for participants abroad. Research and acquire specialist knowledge in the registration practices of overseas study centers. Alert the Assistant Director of Academic and Exchange Services of under-enrollment and over-enrollment issues.

Application Review and Administrative Support for the Inbound CSU Systemwide Exchange Program

• Review for accuracy and ensure completion of applicant materials for consideration of campus placements; troubleshoot issues with relevant stakeholders; maintain awareness of campus requirements; forward materials to CSU campuses by deadline dates.
• Collect, scan, record, assemble and forward CSU transcripts for exchange participants.
• Research, develop and update resources for prospective and participating exchange participants and exchange partners.
• Assist with the development and implementation of the exchange application; develop/update instructions, procedures, and related forms.
• Keep records of financial holds; communicate financial holds with exchange partners.
• Serve as primary point of contact to provide information for incoming exchange applicants, exchange partners, and campuses on the inbound exchange application process, acceptance documents, transcripts, and other aspects of exchange.
• Develop/update promotional materials for our target audience; coordinate and participate in virtual promotional events.
• Process exchange extension requests and process/record withdrawals.

Records and Data Management, Data Reporting, Website and Publication Updates, and Database Maintenance

• Collect and file records from study centers; enter and/or import course and grade information into the relevant databases as soon as information is provided.
• Prepare and generate reports and other correspondence for internal and external use.
• Maintain and update forms, publications, Bitmoji offices, academic bulletins, webpages, and other materials relevant to academics and inbound exchange; write content for publications and websites.
• Update and maintain course and other databases.
• Accurately enter, record, maintain, organize, and update information in databases and files.
• Create, upload, and update questionnaires, signature documents, learning materials, and other information in web-based applications and databases.
• Organize, maintain, update, and file physical and electronic records of study abroad and exchange participants; archives and/or purge/destroy records in accordance with established guidelines.
• Keep current on accessible document guidelines, and apply guidelines to existing and new documents, forms, webpages, and other written materials to ensure compliance.
• Export and import data from one database into another; prepare data for import.

Other Duties As Assigned

• Contribute to and participate in workshops, meetings, webinars, orientations, and other CSU IP events including creating and/or delivering presentations.
• Participate in the development of procedures; assess/evaluate procedures and guidelines.
• Keep current on CSU IP policies and procedures, IP programs offered abroad, Family Educational Rights and Privacy Act (FERPA) and CSU Office of the Chancellor updates.
• Create and/or contribute to instructional/informational materials.
• Provide administrative support to the department as needed.
• Manage shared email accounts; identify and prioritize urgent messages for immediate action.
• Manage, maintain, and update contact lists and listservs specifically for academics and inbound exchange.
• Other duties as assigned include assisting and providing support for special projects.
• Contribute to the development and distribution of surveys.
• Build cooperative relationships and communicate with campus and study center colleagues.
• Collaborate with CSU IP staff from Student Affairs and Fiscal/Administration/Operations.
• Support the Assistant Director for Academic Affairs, Inbound Exchange and International Agreement with work related to academic affairs, inbound exchange, international agreements and advancing community engagement efforts.

Qualifications

This position requires:

• Excellent written and verbal communication skills.
• Exceptional analytical, troubleshooting, and problem-solving abilities.
• Excellent organization and planning skills.
• Excellent mathematical skills.
• Organize, maintain, and update complex records and files both (physical and electronic).
• Ability to work both independently and in team settings in a high-volume work environment.
• Interpret, explain, and apply a variety of complex policies and procedures.
• A bachelor’s degree from an accredited four-year college or university and two or more years of full-time specialized administrative experience working in a college registrar/record and/or admissions office; or equivalent combination of education and experience is required.
• Ability to calculate grade point averages.
• Excellent computer skills and proficient use of office applications including but not limited to Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Establish and maintain positive professional relationships with colleagues, participants, and faculty.
• Ability to prioritize and to consistently meet deadlines.
• Excellent proofreading skills and ability to pay close attention to detail.
• A minimum of two years’ experience in interpreting and explaining academic policies at a public or private university is required. Proficiency and demonstrated experience working with databases and web-based software.
• Ability to evaluate information to come to conclusions and make sound decisions.
• Strong ability to manage multiple projects and assignments.
• Experience with collecting, maintaining, and updating data and data reporting.
• Ability to adapt to frequent changes in work demands and shifting responsibilities.
• Excellent writing skills to produce instructional materials and communicate complex messages. Some domestic travel may be required; willingness to travel and must possess a valid driver’s license.
• Ability to work some nights and weekends based on departmental needs and during high volume work periods, specifically February to April and June to September.

Preferred Qualifications

• Familiar with CSU campuses or the CSU system as a student or staff.
• Write content for publications and websites; update and maintain information on websites.
• International study experience.
• Experience with Terra Dotta Software, Smartsheet and SharePoint.

Application Period

Priority consideration will be given to candidates who apply by June 5, 2023. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.