Department

College Study Abroad

About the Department

College Study Abroad Program

Job Summary

The Senior Associate Director is a senior member of the Study Abroad Office and provides leadership on key aspects of UChicago Study Abroad’s operations, including budgeting, human resources, communications, data administration, and information systems. In consultation with the Director and the College Dean’s Office, develops and administers all Study Abroad budgets and the individual program budgets, including the development of budgetary and projection information from site agents and program coordinators. Oversees academic appointments and part-time hiring. With the Director, decides funding requests from faculty and on-site personnel. With the College Dean’s Office, sets program fees. Serves as primary liaison to other University offices including Registrar, Bursar, IT Services, and Financial Services. Oversees the organization of information and information systems in the Study Abroad office, including the design and function of the website and online applications.

Additionally, this role manages and responds to reporting needs and requests, including the national Open Doors institutional survey. Oversees the collaborative production of the Study Abroad Annual Report, from data gathering to the production of a print and on-line resource on all aspects of the office’s work. Coordinates Study Abroad programs as assigned and represents the office in program consortia as assigned. As a member of the Study Abroad senior leadership team, the Senior Associate Director represents the office at national and international conferences, and within the University community. This position requires both broad vision for international education and attention to detail, as well as strong organizational skills. The Associate Director must be able to travel domestically and internationally.

Responsibilities

• Creates strategy for office budget, development, and growth.
• Supervises Study Abroad Project Coordinator, Study Abroad Communications Manager, and Study Abroad Operations Manager.
• Oversees development and submission of all program and office budgets and projections for each fiscal year with support from direct reports.
• Oversees the development and distribution of tools and systems for tracking program expenditures, including budget and expense spreadsheets for on-site administrators and graduate assistants.
• Oversees study abroad academic appointment process for visiting professors and lecturers, including establishing and maintaining appointment procedures, communicating with appointees, and setting up their positions and compensation in Workday.
• Oversees part-time hiring process for study abroad program assistants, both internal graduate students and outside part-time program assistant hires, including establishing and maintaining hiring procecures, communicating with selected hires, and setting up their positions and compensation in Workday.
• Reviews and revises the budget for study abroad programming at the Center in Paris, providing information and feedback as needed.
• Uses discretion when deciding funding requests from faculty and on-site personnel.
• Sets program and administrative fees for Study Abroad programs, in consultation with the Director and the College Dean’s Office.
• Key contact for Study Abroad partners, including initial drafting and review of proposals.
• Advises Program Managers on all budget and financial-related inquiries.
• Manages communication with faculty regarding travel per diem and reimbursements.
• Supervises the processing of payments, approval of GEMS reports, and communication with Financial Services and Shared Services.
• Serves as primary liaison to Bursar’s Office, overseeing the communication of program enrollments and corresponding charges; resolves billing issues as needed.
• Works closely with the College Dean’s Office on financial matters.
• Oversees development of budgets for program proposals, forecasting net and gross revenues and expenditures.
• Oversees production of financial analysis for reporting, planning, and tracking purposes.
• Oversees the Unit’s Workday portal.
• Provides coaching and recommends professional development opportunities.
• Collaborates with the Study Abroad leadership team on training opportunities for Study Abroad and on-site staff.
• Oversees administration of all Study Abroad IT projects, including the online application system and Study Abroad website.
• Serves as liaison to IT Services and College IT.
• Oversees the production of brochures and other publicity materials.
• Leads projects on office data management and reporting, including program growth, student application and participation information, demographics, and faculty participation.
• Provides supervisory oversight of the production of reports, including the office annual report.
• Oversees the development of compelling information and graphics for presentations and reports.
• Oversees Project Coordinator’s compilation of data for the national IIE Open Doors project, gathering and processing data from across the University on all programs that send students overseas.
• Serves as liaison to Registrar’s Office, overseeing the communication of program enrollments and providing guidance on credit and transcript issues.
• Develops presentations and represents Study Abroad program to parents, students, prospective students, alumni, and other audiences.
• Represents Study Abroad at various conferences and partner meetings both nationally and internationally as needed.
• Provides strategy on development of new programming.
• Manages all aspects of direct enrollment programs in portfolio and represents the office in program consortia.
• Develops and updates location- and program-specific materials.
• Chairs selection committees for assigned programs and evaluates student applications.
• Communicates admissions decisions to students, managing occasionally complex reactions of students and their families, and manages wait lists for each program.
• Conducts site visits for the establishment and evaluation of programs and provides recommendations to the Director.
• Manages the creation and development of study abroad brochures and advertising materials, including orientation materials and manuals. Develops, conducts, and schedules the information and planning meetings for interested students.
• Manages the development of annual budgets for each study abroad program including instructional personnel expenses. Coordinates with appropriate faculty and administrative units to create and revise new or renewed exchange agreements.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Master’s degree.

Experience:

• Minimum of 7 years working in an international setting or study abroad office.
• Previous experience working in higher education.
• Managing finances.

Technical Skills or Knowledge:

• Proficiency in Mac and PC environments.
• Proficiency in Word, Excel, Outlook, and online organizational tools.
• Proficient user of MS Office Suite and Outlook.
• Advanced skills in Excel.
• Familiarity and knowledge of the University of Chicago, its systems, and its constituents.

Preferred Competencies

• High degree of comfort working with a range of competing interests and constituencies, including international partners.
• Exceptional application of judgment and discretion.
• Excellent listening, reasoning, and problem-solving abilities.
• Proven record of program management, especially in a Study Abroad office.
• Demonstrated multicultural competence, knowledge, and experience working and interacting effectively with diverse groups of staff, faculty, and student populations.
• Strong writing, editing, and presentation skills.
• Excellent attention to detail.
• Strong sense of teamwork.
• Make decisions and recommend or take action in sometimes challenging, time-sensitive situations.
• Build positive, productive relationships with undergraduate and graduate students, faculty, university staff, and international colleagues.
• Effectively supervise, coach, and mentor direct reports.
• Maintain confidentiality/discretion at all times.
• Handle multiple concurrent tasks in a professional manner while also meeting deadlines.
• Strong sense of teamwork.
• Take initiative to complete tasks and work both independently and cooperatively.
• Handle stressful situations and remain calm under pressure.

Working Conditions

• Office environment.
• Some evening and weekend work.
• Fast-paced environment.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.
• Climbing up to 5 flights of stairs.
• Travel domestically and internationally.

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Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References Contact Information (3)(required)

Job Family

Student Affairs & Services

Role Impact

People Manager

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$76,000.00 - $95,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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