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Graduate Business Study Abroad Manager

Apply now Posting #: 3334
Position Status: Full-time regular
Location: San Diego
Position Type: Administrator, School of Business

Position Title & Department:

 Graduate Business Study Abroad Manager; School of Business
Posting #


Department Description:

The University of San Diego School of Business embraces a stewardship approach to business education. Stewardship requires businesses to protect and care for society in pursuit of a greater good. The USD School of Business community of faculty, staff, students, and graduates, embrace stewardship by applying values-driven, free-enterprise skills to improve businesses, industries, and the lives of people in our community and around the world.

Looking forward, the Knauss Center for Business Education will be the physical home for the USD School of Business, and more important, the mortar that binds us together is our unique competitive advantage as we deliver a rich, holistic student experience, crafted with a higher purpose in mind, for all the greater good. See our progress: https://horizon.sandiego.edu/knauss-center.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The Graduate Business Study Abroad Manager for the Ahlers Center for International Business will design and manage the international enrichment activities for graduate business students. The Manager is responsible for working collaboratively with various stakeholders within the School and across campus to strategically implement for-credit international experiences including graduate semester exchange opportunities, faculty-led study abroad programs, international consulting and service projects. The Manager will work closely with faculty instructors as well as provide holistic advising to graduate business students on opportunities abroad. The Manager will be the main point of contact for graduate business semester exchange partners. This position must be able to travel internationally and be available 24/7 while abroad accompanying School of Business faculty and students.

Duties & Responsibilities:

  • Develop short-term faculty led international study abroad experiences
    • Work with the Executive Director and Department Chairs to design and deliver an academic offering that incorporates the local international environment
    • Make contacts with international alumni, business executives and academic partners to design a program that is enriching and has the appropriate international learnings for graduate students while studying abroad
    • Collaborate with School of Business Marketing team to promote courses
    • Maintains StudioAbroad database in collaboration with the International Center to ensure programmatic and student information is accurate
    • Handle inquiries and follow up with potential applications and universities
    • Hold group information sessions as well as one on one advising with students regarding abroad options
    • Coordinate with the registrar, financial aid, student accounts and other offices to facilitate the registration and enrollment of the students
    • Assure the maintenance of accurate records and accounting systems
    • Front-line communication with primary stakeholders (students, parents, program alumni and graduate business program directors at business schools nationwide).
    • Liaise with partner universities for collaboration on short term study abroad courses and consulting projects
    • Develop and implement pre-departure and post-return activities to maximize student learning and impact of the programs abroad
    • Program assessment coordination
    • Responsible for risk management related to the students, faculty and administration 
    • Assist in development of on-site cultural enrichment activities 
    • Coordinate logistical aspects of the courses abroad
    • Travels overseas to serve as on-site manager for faculty-led programs, as needed
    • While overseas, serves as the main point of contact for students, faculty and staff and is on-call 24/7.
    • Is knowledgeable about health, safety and medical procedures abroad and manages crises in a responsible and timely manner as they develop 
    • Serves as an initial point of contact with students, parents and other stakeholders regarding health and safety of students often making critical decisions and providing needed support
    • Coordinates while abroad with various USD constituents to ensure timely and effective treatment of student/faculty/staff issues
    • Conducts on-site orientation and assists with coordinating local site-visits as needed 
    • Travels overseas to conduct site-visits of program locations and meet with host institution staff and other representatives as needed 
  • Coordinate graduate business semester exchange programs
    • Serve as the main contact person with our partner universities abroad 
    • Participate in ongoing review of partners to ensure that the mix of schools provides attractive opportunities for School of Business students 
    • Develop and administer enrollment targets
    • Develop application and information packets for the exchange program. 
    • Correspond with exchange partner coordinators on a regular basis regarding application procedures for receiving graduate business students.
    • Coordinate with School of Business marketing team to create advertising content 
    • Receive and track incoming exchange student applications for spring, fall, and summer
    • Manage the acceptance and recommendation of exchange program applications. 
    • Correspond with accepted exchange students in order to obtain all necessary documents for the J-1 visa, and to disseminate information regarding housing, registration for courses and travel logistics.
    • Generate letters of acceptance and complete the course registration process for each student.
    • Send welcome letters, DS-2019 immigration documents and visa instructions to students via USD Mail Center
    • Provide soft landing information to students for assistance with on campus housing, off campus housing options, transportation and ‘living in San Diego’ considerations 
    • Send notification of incoming exchange students to Department Chairs, Student Success Center, and MBA academic advisor
    • Submit request to Graduate Admissions for generation of student ID number 
    • Review student enrollment requests, ensure pre-requisites are met and enroll students in selected courses. 
    • Provides orientation for incoming exchange students and design of continuous programming to assure their integration into the School of Business
    • Advising for incoming exchange students regarding their student accounts, changes in class schedule and maintain correspondence with home school exchange coordinator regarding application of course credits.
    • Work with USD students to prepare applications to study at partner universities. 
    • Assist USD students as necessary by securing correspondence or program verification to consulates in order to obtain immigration papers to study abroad. 
    • Oversee selection process for School of Business students wishing to participate in an exchange program
    • Send and track outgoing exchange student applications for spring, fall and intersession
    • Oversee academic progress of students and advise as necessary
    • Assists in course scheduling and advising toward degree requirements in collaboration with the student’s academic advisor
    • Coordinate, in collaboration with other USD advisors, all logistical processes in the outgoing exchanges, including registration, financial aid, information packets, information sessions, visas, housing and registration procedures
    • Counseling to exchange students as necessary regarding housing issues, culture shock, etc.
    • Maintain statistical report for student exchange program.
    • Assist in keeping information current on our web page and other promotional and informational material 
  • Student advising and activities for pre and post-departures
    • Provides advising across all business graduate programs to support student goals via one-on-one appointments, drop-in appointments, group presentations, and email and phone correspondence.
    • Develops rapport and builds academic relationships with students
    • Is sufficiently informed about academic prerequisite requirements for each study abroad course
    • Works in collaboration with the registrar’s office to ensure seamless transferability of courses abroad
    • Maintains all records related to individual course equivalencies in semester abroad programs
    • Responsible for review of applications and makes recommendations for status and for potential concerns, and making recommendations for action
    • Prepares students, faculty and staff for the pre-departure including, but not limited to, visa requirements, cross-cultural issues, safety and wellness, on-site logistics. 
    • Shows discretion in handling personal information for individual applicants and other stakeholders and maintains confidentiality in accordance with the Family Educational Rights and Privacy Act (FERPA)
    • Refer students to appropriate campus resources and services (academic support, student involvement, health and wellness, counseling services, etc.) as needed 
    • Compiles data, generates and edits enrollment reports for continuous improvement and to accurately represent activities of the School of Business
    • Maintains and edits program rosters and works closely with the Registrar for accurate registration and transcript reconciliation 
  • Budgetary oversight
    • In collaboration with the Ahlers Budget and Operations Coordinator, projects and monitors revenues and expenses for each study abroad course
    • Responsible for verifying the accuracy of invoice billing amounts, reconciling receipts as well as cash and per diem advances
    • Assists with developing short-term and semester budgets for Financial Aid Office and Student Financial Services to ensure correct billing of students and payment of semester tuition to international affiliate programs 
  •  Other
    • Problem solve for faculty teaching abroad, Department Chairs, international academic partners and students with regard to the Offices of Student Financial Services, Financial Aid and Registrar
    • Work in collaboration with the Executive Director, Department Chairs, and as needed the International Center, to attend to, and find solutions for, student and parental concerns/complaints
    • Advise faculty going abroad to provide foundational information and advice for successful program development
    • Responsible for collaborating with other international entities on campus (i.e. International Center, SOLES Global Center, etc.) to ensure best practices are implemented as well as to ensure consistent use of University policies, procedures, etc.
    • Works directly with the Executive Director, Department Chairs and faculty to offer graduate study abroad programming that compliments each academic program, is cost effective and strategic in nature
    • Works in collaboration with other other study abroad administrators and staff within the School of Business to ensure continuity of programming
    • Other duties as assigned
Job Requirements:

Minimum Qualifications: 

  • Bachelor’s degree from an accredited college or university with preference given to International Relations, Foreign Languages/Studies, Business or related field
  • 3 years of experience in international business, international affairs, academic program management, and/or related topics
  • Interest in and ability to travel internationally


Preferred Qualifications:

  • Masters degree from an accredited college or university with preference given to International Relations, Foreign Languages/Studies, Intercultural Management, Higher Education Administration, Business or related field
  • 3+ years of experience in international business, international affairs, academic program management or related topics within a higher education setting
  • Second language proficiency
  • Travel and international experience such as advising international students or domestic students on opportunities for abroad programs

Performance Expectations - Knowledge Skills and Abilities: 

Knowledge of and experience with:

  • Student-centric program development and execution
  • Excellent written and verbal communication skills in English and a second language
  • Cooperates effectively as a team member with internal departments and external partners.
  • Assumes responsibility, deals effectively with problems, and exercises independent judgement when making decisions.
  • Presenting materials and training personnel
  • Using independent judgment to take appropriate action on inquiries
  • Knowledge of international travel and cultural awareness/sensitivity
  • Coordinating large groups of students in an international setting

Demonstrated performance in:

  • Entrepreneurial mindset, self-motivated, and efficient
  • Ability and willingness to represent USD in the most positive manner
  • Ability to manage multiple priorities, programs, and demands.
  • Ability to focus on technical details in an environment with many distractions
  • Ability to shift mental tasks from the minute and technical to interpersonal and creative at any given moment
  • Exercising self-initiative and creativity
  • Working with diverse personalities and backgrounds
  • Being flexible and versatile in coping with evolving work situations
  • Being able to handle the stress of last-minute deadlines and changes
  • Detail oriented with strong organizational skills and ability to follow through on projects

Tools & Equipment Used:

Effectively uses computer, telephone, and other office equipment.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

If you are a current School of Business employee, please upload the completed Statement of Interest form in lieu of a cover letter.  If you are a current USD employee, outside the School of Business,  or an external candidate a cover letter is requested.

Additional Details:

Hours: 37.5; Monday - Friday. 8:30am - 5pm; Compressed work schedule option available.

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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