Global Opportunities Exchange Coordinator

Job Purpose  

The postholder will form part of the Global Opportunities team, which is responsible for the administration of the University’s International Exchange, Study Abroad and short-term mobility programmes. The postholder will work with the Senior Exchange Coordinator and a team of Exchange Coordinators to administer these programmes, as well as related funding schemes such as the Turing scheme, and support inbound and outbound students before, during and after their experience abroad.

Main Duties and Responsibilities  

1. Responsible for the delivery of efficient procedures for dealing with all aspects of International Exchange, Study Abroad and short-term mobility programmes, from enquiry and application stage through to on-course support and final transcript stage. This includes but is not limited to: identifying & troubleshooting issues, acting as point of contact for key stakeholders, including students and partner institutions.

2. Plan, schedule and coordinate key administrative tasks such as course enrolment for visiting students, nominations to and from partners, applications process for inbound and outbound student, etc. This involves managing large volumes of data and documents, liaising with key internal and external stakeholders, generating formal communications to students in a timely manner (e.g. grant contracts), accurately recording decisions, updating records and filing documents.

3. Provide specialist knowledge and information to prospective students, staff and overseas partners on a range of topics including but not limited to: International Exchange, Study Abroad and short-term mobility programmes processes and related procedures, UofG course descriptions, course requirements and availability, accommodation, orientation, funding, welfare, and other general information related to students’ experience abroad.

4. Contribute to the management of enquiries received via the Team’s email inbox, Ivanti and Moodle, ensuring that enquiries are answered courteously, professionally and in a timely manner.

5. Act as non-academic adviser to visiting students while they are on campus, with specific responsibility for overseeing visiting students’ course choices and enrolment into respective courses at the start of each academic semester. Keep in regular contact with students and provide direction to relevant departments/services for any requests they may have, including providing pastoral support and referral to other support services (e.g. Counselling & Psychological Services).

6. Regularly liaise with subject coordinators and administrative departments such as Registry, Accommodation, and Student Disability Services regarding general and academic issues for visiting students or students going abroad.

7. Responsible for facilitating efficient expedition of final grades in the form of transcripts to all visiting students at the end of their study period; Responsible for uploading transcripts to Student Records on MyCampus once students return from their period abroad.

8. Maintain accurate data placement about short-term, Exchanges and Study Abroad programmes on Student records and local databases in line with University and external requirements; run queries on exchanges and application numbers to enable performance analysis of programmes, for use throughout the university and for reporting to external funding bodies.

9. Assist with the delivery of a comprehensive Orientation programme to visiting students twice a year, and other on-campus events throughout the year such as Open Days and the GoAbroad Fair.

10. Participate in and occasionally coordinate visits to campus by international partners. This includes but is not limited to, identifying key members of staff to be involved in the visit, agreeing and preparing a suitable schedule and communicating that to the partner in advance of arrival.

11. Assist with the internal exchange partnership proposal processes, collating necessary information and liaising with relevant parties to progress partnership proposal within agreed timeline.

12. Update as instructed, programme information on social media, website, Ivanti, Moodle and other internal databases.

13. Where appropriate, supervise the activities of interns and student Ambassadors, delegating and allocating work, monitoring progress and performance.

Knowledge, Qualifications, Skills and Experience  

Knowledge/Qualifications  

Essential : 

A1 Scottish Credit & Qualification Framework level 7 (Advanced Higher/SVQ level 3, HNC) or equivalent and experience of personal development in a similar role OR ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

Desirable:  

B1 Knowledge of University of Glasgow or other UK or International Higher Education systems and structures.

B2 Knowledge of student admissions processes and/or student mobility processes.

Skills

Essential:  

C1 Effective IT and numeracy skills, including advanced MS Office skills.

C2 Ability to analyse data and appropriately present summary information to support planning and decision making.

C3 Ability to plan, organise and prioritise in order to balance a range of complex tasks in a timely manner and acceptable standard.

C4 Attention to detail and experience in administering processes, which are bureaucratically complex and subject to external scrutiny and audit.

C5 Initiative and judgement to resolve problems independently.

C6 Ability to supervise the activities of interns and student Ambassadors, delegating and allocating work, monitoring progress and performance as appropriate.

C7 Ability to communicate clearly orally and in writing to ensure effective reporting and customer service; Excellent interpersonal and communication skills.

C8 Ability to speak authoritatively to a variety of stakeholders at a range of different levels both internally and externally.

C9 Understanding of relevant health and safety policies and procedures relative to the role, and the quality outputs and standards required.

Desirable:  

D1 Advanced spreadsheet skills – with ability to manipulate and display data using spreadsheet tools.

D2 Ability to prepare and deliver powerpoint presentations to groups.

Experience  

Essential:  

E1 Experience with working with a range of different software, data base and spreadsheet analysis.

E2 Experience of working in a professional office environment.

E3 Experience of working as part of a team.

Desirable:  

F1 Experience of the MyCampus System – particularly in Admissions, Student Records and Financial modules.

F2 Experience of working in an HE environment, particularly in Admissions, Student Mobility or with international students.

F3 Experience of supervising staff.

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time (35 hours per week) and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

3 A flexible approach to working.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/

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