Assistant Director Oxford Studies
Abroad Duties
SUMMARY
The Assistant Director of the UGA at Oxford Program assists the
Director in all aspects of program administration. Areas of
responsibility include but are not limited to recruitment,
student registration, fee collection, computer record keeping,
filing of appropriate paperwork with UGA administrative offices,
pre-trip orientations of participants, supervision and
registration of graduate assistants, arrangements with Oxford
colleges, and organization of special events for UGA at Oxford
participants and faculty. This position serves as backup for the
Director; the position requires keen attention to detail,
ability to foresee and troubleshoot problems or crises, and
ability to supervise and/or coordinate with several entities
simultaneously.
DUTIES AND RESPONSIBILITIES
The person in this position coordinates the following UGA at
Oxford Study Abroad Programs: Franklin at Oxford, UGA at Oxford
Junemester, Terry at Oxford, and Grady at Oxford. As new
programs are added, this position would coordinate these
programs as well. Coordination of the programs involves, but is
not limited to, the following duties:
Log and process all incoming student applications, forms and
fees.
Coordinate with OIE and Admissions to insure all documents for
acceptance packet are up-to-date and that all UGA at Oxford
transient student applications are processed; create and
maintain database spreadsheet of admitted students; e-mail
database material for all admitted students to various people on
and off campus: Bursar's Office, OIE, travel agent, appropriate
Oxford college; coordinate with Curriculum Management (use of
CAPA system if needed), UGA Academic Departments, and the
British Coordinator to begin registration process for all
participants; enter all courses into the UGA system as Regent's
Study Abroad courses, registering each participant on OASIS: the
registration process is completed for over two hundred and
twenty students per year.
Format, print, photocopy, and mail all rejection and alternate
letters, as well as acceptance packets with all legal,
financial, and academic information needs (acceptance letters,
insurance information, UGA honesty policy, student check sheet,
program calendar, liability form, health form,
waiver-not-to-sue, course descriptions, course selection form,
course offering sheet, and course selection instructions).
Coordinate with all graduate assistants to register them and
make certain they are in compliance with departmental and Boyd
Graduate regulations regarding their registration.
Coordinate with British Coordinator for the hiring of British
faculty and coordinate with Office Manager to create and
distribute honoraria forms for all foreign faculty (which
constitutes the bulk of UGA at Oxford faculty)
Coordinate student orientation for each program, which includes
mailing student invitations, making certain alumni and graduate
assistants can attend, confirming arrangements and sending
reminders, and speaking at orientation sessions to answer
student questions and explain forms and fees.
Coordinate book lists from Oxford faculty with current library
holdings, and arrange for purchases or other procurement as
needed.
Other program scheduling and miscellany, including processing
student roommate requests and originating roommate assignments;
sorting and processing student evaluations upon completion of
each program; processing Honors Options forms.
Consult with/assist Dr. Shaw as necessary in planning all social
functions and other logistics for the upcoming programs.
Coordinate all program advertisement, promotion and recruitment.
This involves consulting with the Director and with satellite
program directors to update, edit, format, and have published
all recruitment materials for the year, coordinating with
Institutional Research and Planning, ensuring that the web-page
information is up-to-date, coordinating with various print media
(such as Red & Black, Study Abroad Catalog, UGA Greek
Directory), and preparing for the UGA Study Abroad Fair, which
can include generating Power Point presentations, program
scrapbook, handout, posters, and other promotional materials.
Responsible for recognizing and coordinating with all UGA and
Oxford entities that provide the program with prompt
cooperation. Includes, but is not limited to, the following
persons or entities: English Department, Bursar's Office,
Registrar's Office, Student Affairs Office, OIE, travel agents,
commercial printers, Oxford Colleges.
EDUCATION AND EXPERIENCE
A Bachelor's Degree is required, along with eight years related
experience, or equivalent combination of experience, training,
and/or education.
Work experience both in University and Business settings
Must have experience working with college students and faculty
High competence with computers, including Windows-based
programs, the Internet, and the UGA registration system.
Prior travel outside the US is required; prior travel to the UK
is strongly preferred.
Exceptional organizational skills and keen attention to detail
Excellent written, oral and interpersonal skills
Ability to work alone and as a member of a team; must be a
self-starter, and must have ability to work independently on
complex issues related to day-to-day operation of the unit,
overall planning, and supervision of staff. |
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