Student Affairs and Program Coordinator

Student Affairs and Program Coordinator
Student Affairs and Program Coordinator

23 avril, 2018


Summary of the position

The Student Affairs and Program Coordinator reports to the IES Nice Center Director.

The Student Affairs and Program Coordinator is responsible for promoting students’ learning and development. This staff member should possess the knowledge, skills, emotional stability and maturity to discharge responsibilities as an administrators, advisor, counselor and consultant. High levels of competence are expected in the performance of his or her duties and responsibilities and guided at all times by the criteria of the IES MAP.

Main responsibilities

I. Orientation

> Develop student handbook.

> Compile enrollment data; supervise student files and student information database.

> Compile arrival information and prepare instructions for late arrivals

> Create folder for orientation that contains all information on legal procedures for newly arrived students, such as sample forms for the registration process, enrolling in the University, etc.

> Prepare arrival day

> Arrange transportation for students to their apartments, or for late arrivals provide directions for students to find their own way

> Plan schedules and make all necessary reservations regarding special events for arrival and orientation week

> Prepare student arrival packets

> Assist students with police registration and application forms for resident permits; assist

> Students through the “forms session”

> Prepare the Center for student arrival

> Prepare and participate in CORE program

> Be responsible for collecting phone numbers and completing and updating student

> Records and communicating updates to relevant staff in Chicago

> Lead/accompany walking tours of the neighborhood around the residence and the academic center

II. Registration

> Collect registration information from partner universities and enter the courses into the Atlas system

> Enter final grades into ATLAS

III. Field Trips

> Develop, organize and participate in field trips, coordinating transportation, reservations, advance bookings, tour guides, meals

> Compile participants’ list, pre-departure information, including marketing

> Prepare all travel itineraries

> Prepare field trip program evaluation

> Responsible for safety and conduct of students attending the trip

IV. Administrative

> Assist with the organization of course and program evaluations at the end of every semester

> Assist the Director with center bookkeeping

> Prepare of weekly financial statements to be forwarded to IES Abroad –Chicago

> Generate supplier and staff expense payments

> Compile expense reports for field study trips per semester and all class related and led

> Field study

> Resolve suppliers’ and employees’ queries;

> Use DocLink software for coding, processing and posting invoices by scanning the

> Documents and filling in the information for the distribution stamp;

> Organize visits of US faculty and study abroad coordinators to IES Nice

> Order office supplies

> Order materials and equipment

> Keep an inventory of IES goods

V. ICC & Special Events

>Develop, organize and participate in social events (open houses, concerts, dinners/receptions, etc.), ensuring IES students receive optimum exposure to and integration with host culture

> Promote and develop real links between IES students and the host student community

> Advise and assist IES students in their integration into the local community

> Assist in the organization and execution of IES inter-Center and co-curricular events

> Act as a general information resource to students, e.g. holidays, community alerts,

>Reminders of deadlines, information regarding extra-curricular events, opening times etc.

> Revise “Student Services” manual each year

> Contribute to the IES Chicago “Pre-Departure Guide” each semester

> Create a city folder to contain information about the host city, important addresses, walking tours, tourist information etc.

VI. Student Care

> Maintain daily contact with students to advise, assist, and generally mentor them through the study abroad process

> Maintain comprehensive, accessible and confidential student records relative to student affairs

> Monitor student welfare; advise, council, arbitrate and serve as resource for additional physical or mental care, including accompanying student to care giving facility

> Promote healthy student environment and assist students in building community each semester

> Maintain network of English speaking physicians and health providers.

> Provide assistance to students with health needs and/or other emergencies. This may require accompanying students for health care and follow-up with hospitalized students. In accordance with IES Abroad student affairs protocols, report to Center Director and IES Abroad Chicago Dean of Students on medical emergencies and student medical issues

> Advise Student Councils

VII. Safety & Emergencies

> Emergency call duty: maintain mobile phone and coordination of emergency coverage rotation

> Inform students about dangerous areas of the city and advise about what kinds of precautions to take and how to behave

> Inform students about State Department and Red24 Alert warnings; advise students to visit web site before planning travel to different cities

> Ensure that copies of student passports and medical files are organized and on hand

> Maintain student emergency information files for staff

> Prepare and update Emergency Card and distribute to students

> Prepare and organize Evacuation Plan and drills

> Maintain student incident reports and send to Chicago

> Enter all student-related issues, both medical and disciplinary, in SITS (IES Abroad’s student affairs database)

VIII. Housing

> Coordinate housing placements

> Compose & revise the “Student Housing” manual

> Contact landlords for outstanding student debts, damages etc.

> Assist with acquisition and supervision of housing

> Complete all housing inspections and reference checks and ensure compliance with IES Health and Safety protocols for all types of housing

> Assist in mediating housing problems and resolve housing complaints

> Send housing assignments to IES Abroad Chicago 4 weeks prior to arrival; to be forwarded to students; send final assignments with telephone numbers to IES Chicago upon students’ arrival

IX. Other Administrative Tasks

> Administer student health insurance issues (to include both CISI and national health plans); liaise with Chicago regarding insurance questions, acting as resource for students and medical care facilities.

> Participate and contribute to all IES Chicago scheduled reports and budgeting exercises.

> Manage incoming calls.

All other projects and duties are assigned by line manager and/or Center Director.


> Bachelor’s degree or the equivalent

Knowledge and Experience

> Previous office experience

> Excellent interpersonal, written and communication skills

> Fluency in French & English

> Excellent administrative and problem-solving abilities

> Commitment to international education, intercultural issues and a dedication to fostering student learning and intercultural competence

> Student-centred philosophy and sensitivity to issues of diversity

> Ability to travel to other regions of France and internationally on occasion

> Flexibility in terms of working hours. Weekend and evening work is sometimes required

> Experience and enthusiasm to work with university students

> Knowledge of the tertiary education system

> A high level of proficiency in computer software particularly Microsoft Word, Excel and PowerPoint

> Strong time management skills, organisational skills and attention to details


This job’s description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The duties above are not considered as complete list of duties and responsibilities assigned to this position.

Application Deadline

Open until the position is filled.

No phone calls or emailed status inquiries accepted.

Ajouter votre CV et/ou lettre de motivation

You can apply to this job and others using your online resume. Click the link below to submit your online resume and email your application to this employer.