Study Away and Exchange Program Manager

POSITION CODE: 7905

DEPARTMENT/ADMINISTRATION: Office of Study Away

POSITION: Temporary Staff, Non-Exempt, Full-time (40 Hours), 3 Months

SALARY RANGE: $25.00-$29.80

AVAILABLE: Immediately

POSTING DATE: June 22, 2026

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

The Program Manager is responsible for leading and managing the College of Arts and Sciences’ undergraduate and graduate study away and inbound exchange programs. This role encompasses comprehensive oversight of student advising, event and program coordination, application system management, student worker supervision, and partnership development. With a strong focus on student engagement, global learning, and operational efficiency, the Program Manager ensures a seamless experience for both outbound and inbound students while enhancing the visibility and impact of international education initiatives at the university.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

Study Away Program Leadership & Student Advising

• Serve as the primary advisor for all CAS and Woodbury undergraduate students pursuing study away programs, providing guidance on program selection, application processes, academic planning, and funding opportunities.
• Lead all advising appointments, workshops, and classroom presentations to promote study away opportunities.
• Manage all aspects of the May Term Travel (MTT) Grant process — from application design to grant issuance and reporting.
• Coordinate visa logistics for the Salzburg program in collaboration with students and consular officials.
• Oversee the advising, training, and selection process for all internal and external study away scholarships.

Program and Systems Oversight
• Lead the end-to-end management of the Terra Dotta platform, including application setup, maintenance, portal updates, and workflow improvements.
• Manage all partner relations with exchange institutions, direct-enroll universities, and third-party program providers, including application processing, partner updates, and communications.
• iNext Management from enrollment to billing to communications with iNext
• Oversee the Student Ambassador Program, including recruitment, training, scheduling, and performance oversight.
• Manage all incoming J-1 exchange student applications, communications, pre-arrival processes, and orientations.
• Coordinate the issuance of DS-2019s, maintain SEVIS records, and serve as an Alternate Responsible Officer (ARO) in compliance with federal regulations.

Event & Communications Management
• Plan and execute all study away events from start to finish — including fairs, info sessions, scholarship workshops, grant panels, orientations, and partner visits.
• Collaborate with marketing and student ambassadors to develop and schedule social media and promotional content.
• Represent the office in student-facing and campus-wide presentations, including academic classes and orientation sessions.
• Ensure timely, accurate updates to the website and digital materials to reflect current programs, application timelines, and student resources.

Operational & Budgetary Management
• Supervise, train, and evaluate student workers, ensuring consistent administrative and event support.
• Manage program budgets for study away, May Term Travel courses, and faculty travel, including expense tracking, reimbursements, and financial reporting.
• Collaborate with faculty on May Term Travel course planning, budgeting, and implementation.

Exchange Student Coordination
• Manage all aspects of incoming exchange student onboarding — from admissions and housing to advising and course registration — in collaboration with internal departments.
• Maintain regular communication with international exchange partners and coordinate all inbound student logistics.
• Complete and submit Fact Sheets, request transcripts, and manage program evaluations for outbound and inbound students.
• Proficient in Microsoft Office, data systems, and social media tools.

Qualifications Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• High School diploma or GED
• Two years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs
• Experience in coordinating programs and events.
• At least two (2) years of experience working with young adults and students in an educational setting is strongly preferred. Previous experience in student advising, counseling, student involvement & leadership, or teaching is strongly preferred.
• Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Preferred

• Experience with F-1 or J-1 visa processes and U.S. immigration compliance.
• Previous use of Terra Dotta and/or SEVIS for program or student management.
• Ability to analyze program data and generate actionable insights.
• Demonstrated leadership in student-centered program development or advising initiatives.
• Bachelor degree preferred in related field.

Knowledge and Skills:

• Possess strong administrative skills; organized and can work under moderate pressure and can manage multiple tasks concurrently in a deadline-driven environment.
• Proven ability to successfully build relationships and collaborate across a complex institution and to collaborate with and mobilize others (staff, faculty, and students) to achieve shared goals.
• Ability to work independently with a strong sense of initiative.
• Communicate effectively and follow instructions, both verbally and in writing.
• Aptitude to learn new and evolving technology and recommend ways to improve
• Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise discretion and work with confidentiality.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.