Exchange Coordinator

at  University of Glasgow

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.