Office of International Education

DRAFT Front-line Advisor Position Description

(Formal Title: Advisor)

The Advisor is the administrative professional responsible for off-campus study advising, the development and implementation of off-campus study programs, promotion of off-campus study and administrative and paraprofessional support to the Director. This position serves as the initial point of contact for the office and reports to the Director.

This position has a high degree of programmatic involvement and requires a high degree of familiarity with OIE programs, events, policies and procedures.

Required Qualifications

· Relevant Bachelor’s degree;

· Significant experience living, working or studying 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;

· Ability to independently address & solve complex issues through teamwork and consultation;

· Ability to make decisions with potential impact on international students and the University’s ability to fulfill federal mandates;

· Excellent interpersonal skills, with the ability to interact diplomatically with a diverse group of individuals and to communicate clearly and effectively with non-native speakers of English, all in a service-oriented environment;

· Excellent verbal and written skills to prepare clear, concise and grammatically correct correspondence (via email and mail) and reports and to give clear, concise information while advising;

· Intermediate or Advanced proficiency in MS Office 2000 (Word, Excel, Access); Ability to learn additional software packages as required;

Preferred Qualifications

· Background/experience in Marketing a plus.

· Background/experience in advising a plus.

· Background/experience in administering budgets a plus.

· Familiarity with PeopleSoft and DreamWeaver (or other HTML software) a plus.

· Ability to serve as Designated School Official (DSO) and Assistant Responsible Officer (ARO) for F & J student programs (must be a U.S. citizen or permanent resident, per federal regulations) is preferred.

*Infrequent evening and weekend responsibilities will be required; international travel may also be a possibility but is not guaranteed.

10% International Student & Scholar Programs: Federal Regulatory Responsibilities

· Serves as a Department of Homeland Security Designated School Official (DSO) for the UW Oshkosh F-1 student program and, as such, is responsible for SEVIS reporting and for serving as a backup to the ISA and other DSO’s at UW Oshkosh;

· Serves as a US Department of State Alternate Responsible Official (ARO) for the UW Oshkosh J-1 Exchange Visitor Program and, as such, is responsible for SEVIS reporting and for serving as a backup to the ISA and other ARO’s at UW Oshkosh;

· Assists in data entry for Academic Credentials Evaluations;

05% Planning, Development & Management of Off-campus Faculty-led Programs

· Works closely with faculty leaders to develop program itineraries based on academic, budgetary and safety concerns. Is responsible for offering alternatives related to travel, housing, and other items affecting program safety, program fees and efficiency and for further developing the program itinerary for budget and bidding purposes;

· Serves as primary liaison with external partners and vendors (e.g. airline companies, travel agencies, program providers, bus companies, etc.) to further develop the program itinerary so that programs remain safe and cost-effective;

· Drafts all initial off-campus study program fee estimates in accordance with OIE, UW Oshkosh, System and State guidelines and policies and assures that all budgets receive appropriate review and approval from faculty leaders and the Director;

· Monitors exchange rates and exchange rate forecasts, making regular adjustments to internal program fee estimates and timing payments in foreign currencies;

· Updates internal program fee estimates continuously throughout the planning and implementation process to ensure accurate financial projections;

· Corresponds with enrolled students on program updates, billing, financial obligations, and other program-related issues;

· Evaluates and monitors services provided by vendors and makes recommendations to the OIE 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;

· Assures that all plans receive appropriate review and approval and that programs are operating within the bounds of OIE, UW Oshkosh, System and State guidelines and policies.

10% Management of Off-campus Affiliate & Student Exchange Programs and Programs Which Require Independent Travel

This position is primarily responsible for planning and development of affiliate and exchange programs and programs which require independent travel on the part of the student. This position also covers all German-speaking destinations (including faculty-led programs which include German-speaking destinations).

· Serves as primary liaison with partners abroad for outgoing student applicants;

· Works closely with departments/advocates and/or partners to develop advising protocol for academic, budgetary, travel and safety issues;

· Drafts all initial off-campus study program student expense estimates in accordance with OIE & UW System guidelines and policies and assures that all estimates receive appropriate review and approval before sharing with advisees;

· Gathers and analyzes data from student evaluations, with the goal of developing plans for program improvement;

· Monitors and evaluates services provided by departments/advocates, OIE and partners and makes recommendations to the OIE Director for change as needed;

· Assures that all plans receive appropriate review and approval and that programs are operating within the bounds of OIE, UW Oshkosh, System and State guidelines and policies.

30% Advising

This position is primarily responsible for exploratory advising, advising on the application process, advising on programs planned and developed by this position and advising on non-UW Oshkosh-sponsored programs.

· Advises following OIE, UW Oshkosh, System, State and Federal rules, policies and procedures;

· Responds to questions from study abroad participants and their family members (as allowed under FERPA) and follows up to resolve issues as needed;

· Maintains accurate information on program-specific web pages.

· Advises students, faculty, staff, parents and the community on the full range of OIE programs, including UW Oshkosh administrative procedures & policies and study abroad options available through the UW Oshkosh OIE and through other universities and study abroad organizations;

· Assists students in selecting an appropriate study abroad program, consistent with academic requirements and objectives and plan of study;

· Advises applicants regarding eligibility for a variety of study abroad programs;

· Assists applicants through “application complete” stage; collects application materials for all programs and corresponds with applicants on missing documents, application status, etc.;

· Advertises, promotes and delivers group advising sessions related to study through non-UW Oshkosh-sponsored programs.

10% Program Promotion

· Visits classrooms, attends department or club meetings, participates in University-sponsored events, etc. to promote study abroad in general or specific study abroad programs;

· Organizes, advertises and conducts information meetings;

· Maintains supplies of OIE advising and marketing materials for the OIE and for faculty leaders and advocates;

· Assists in the implementation of a biannual study abroad fair;

· Collects, catalogs, updates and distributes information regarding study abroad programs available outside of UW Oshkosh; maintains library of such information;

· Maintains mailing list and distributes information on UW Oshkosh programs to the University community as well as to other universities and colleges in the region and nationally.

35% Special Events and Other Responsibilities

· Coordinates and presents at new international student orientations.

· Coordinates and or assists in the coordination of special events and hosting guests;

· Assists in the office response to emergencies;

· Assists in the development of OIE-related materials, including the International Student Handbook;

· Represents the OIE on appropriate campus committees;

· Assists with administrative tasks, including training other office staff and drafting reports and letters;

· Participates in weekly staff meetings to inform staff of current issues and deadlines;

· Maintains extensive contact with other office personnel (in the OIE and outside of the OIE) to coordinate, inform, update, and/or train on matters related to the OIE;

· Completes special projects/other duties as assigned.

· Implements new international student orientations, study abroad family orientations, make-up orientations, USA Summer Camp orientations and faculty orientations, including room reservations, meal requests and orders, room set up, equipment, etc.;

· Plans & implements financial aid meetings;

· Gathers components for and produces all OIE orientation packets;

· General clerical support;

· Completes general mailings and photocopy jobs for OIE staff;

· Establishes and maintains relevant computer and paper files. Performs general filing duties;

· Processes/distributes incoming/outgoing campus and U.S. mail for OIE staff daily;

· Maintains OIE office supplies, including courier packaging and supplies;

· Creates and edits document as needed; keeps materials accurate and in supply;

· Enters data, including data entry for Academic Credentials Evaluations.

Backup

The following OIE staff provide significant back-up support to each other in the event of an extended absence:

Position	Backup provided by
Director	Emergency Response: ISA (with assistance from PM & Advisor) Specific program planning/budgeting/implementation: PM & Advisor
ISA	PM & Advisor serve as backup to the ISA on the following: Responds to application and admissions inquiries from prospective international students; Assists ISA and Admissions with processing of international student applications for admissions; Assists ISA in resolving international students’ issues related to student accounts, late drops, etc.
NSE Coordinator	Advisor Director
PM	ISS: ISA Study Abroad: Advisor & Director
Advisor	ISS: ISA Study Abroad: Advisor & Director NSE: NSE Coordinator

[International] UW Oshkosh: limited term employee position opening (INTLJOB)

Office of International Education