UTS POSITION DESCRIPTION UTS INTERNATIONAL
POSITION TITLE Exchange and Study Abroad Coordinator
UNIT/FACULTY International Relations and Services Group, UTS International
POSITION PURPOSE The Exchange and Study Abroad Coordinator is responsible for the coordination, implementation, marketing and promotion of UTS Exchange and study abroad strategies. The incumbent provides specialist advice across the UTS community, to exchange partners and to international study abroad offices to facilitate the development of integrated exchange and study abroad activities and to ensure that policies align with UTS Strategic Plans.
DIMENSIONS UTS International was formed within the International Division on 1 July 2006 and incorporates several previously separated units including an International Office (for the International Students Program) parts of the Institute for International Studies and UTS Offshore. The office is designed to support the UTS International Strategy, to achieve UTS targets for recruitment of international students, and to provide services to the division as a whole.
UTS International is structured around four groups, each with a manager: International Recruitment; International Relations and Services; Policy and Development and Divisional Services.
UTS International is charged in particular with working closely with the rest of the university and external stakeholders to achieve a target of 6000 eftsl international students by 2010.
The Exchange and Study Abroad Coordinator position lies within the International Relations Group of UTS International which has responsibility for: . International Relations . International Student Services . International Student Centre . International Exchange and Study Abroad . Sponsored and Scholarship Students
The International Exchange and Study Abroad team contribute to the UTS International Plan by encouraging inbound and outbound exchange and study abroad students for all faculties across the university. They are charged with: Increasing the number of UTS students proceeding on planned exchange programs of one (or two) semester(s) at overseas partner universities which is then credited to their UTS degrees; Increasing incoming overseas exchange and study abroad students (in collaboration with the Faculties); Enhancing the academic mentoring and planning provided to outgoing UTS exchange students; Managing financial assistance provided to students including UTS Exchange and Cheung Kong Scholarships, UMAP grants, OS-HELP loans and scholarships provided by partner universities Providing academic and administrative support for the development of Exchange arrangements and within the context of agreements balancing student exchange numbers.
October 2006 Exchange and Study Abroad Coordinator 1 As at 2006, UTS has around 160 partner universities across 25 countries. In 2005 over 800 exchange students were serviced directly by the office. 2006 Budget: $630,809 which includes $500,000 recurrent expenses and $130,000 earnings (DEST scholarships); In 2005 there were 401 applications for Study Abroad places and a total of 265 enrolments; in 2006 this was 347 and 238 for the respective data sets.
RELATIONSHIPS Supervision The Exchange and Study Abroad Coordinator is one of seven reporting directly to the Manager, International Relations and Services. The incumbent supervises five staff: three International Exchange Officers, one Exchange and Study Abroad Officer and an Exchange and Study Abroad Assistant.
Collaboration and Communication The Exchange and Study Abroad Coordinator collaborates with staff in the following areas:
Internal Director, Academic and Administrative staff in Institute for International Studies (IIS); Deans and Associate Deans Teaching & Learning and Heads of Schools across the University.
External In exchange partner universities to build and maintains collaborative and productive relationships; In potential partner universities; Study Abroad representative agencies; Australian Tertiary Institutions; Commonwealth Departments (e.g. DEST); International Education Associations such as those of ISANA, NAFSA and EAIE.
MAJOR RESPONSIBILITIES The Exchange and Study Abroad Coordinator has responsibility for: Providing effective and efficient administration of the Exchange and Study Abroad team by managing the functional responsibilities of the team and program; Developing and reviewing all policy matters and procedures for study aboard and International exchange programs including scholarships to ensure equity and cultural sensitivity; Providing high level professional policy advice and service on all aspects of exchange and study abroad to the Manager, International Relations and Services, Director, UTS International, Director, IIS, Exchange Students Committee, International Committee and, where appropriate, to Deans, other University staff, partner universities and Government agencies; Monitoring and reviewing International Exchange and Study Abroad functions, benchmarking against other university International Offices and implementing quality improvement according to UTS quality management cycle of ‘plan, do, review, improve (PDRI)’; Managing and leading the International Exchange and Study Abroad team which includes ensuring effective and efficient exchange and study abroad administration, setting directions and priorities for team members, creating and maintaining a strong team culture
October 2006 Exchange and Study Abroad Coordinator 2 aimed at providing the best possible service to students and staff across UTS, to exchange partners and study abroad universities; (40%)
MAJOR RESPONSIBILITIES cont..
Providing expert advice and strategic direction on International Exchange and Study Abroad including analysis of opportunities, trends on student numbers, reports on international issues impacting on student mobility. This may involve making submissions on exchange statistics to DEST and UTS bodies, making recommendations on future directions for Study Abroad and Exchange programs, developing initiatives to better integrate student exchange with international partnerships (e.g. International internships, short-term mobility programs); (30%) Managing the promotion of International Exchange and Study Abroad to enhance its’ internal and external profile. This includes developing and maintaining a strong network role with internal colleagues, (e.g. Deans, Associate Deans T&L) at a range of events such as information sessions and international fairs and externally with colleagues at Australian universities at the Exchange Fair Circuit and NSW Exchange Group. Additionally, the incumbent maintains strong relations with key agents in student mobility within government agencies (eg AEI, DEST), within national organisations, eg IDP, AIEE, ISANA; (10%) Designing, implementing and managing a range of educational activities to orient, brief and debrief incoming and outgoing exchange students with particular emphasis upon preparing and supporting students for the cross-cultural experiences of exchange and study abroad; (10%) Managing relations with a range of partner universities this involves consultation with faculties about present exchange partners, development of new relationships and discussions with key staff from overseas partner universities; (10%) Coordinating the preparation and updating of promotional and information publications for International Exchange and Study Abroad Programs.
ENVIRONMENT AND POSITION CHALLENGES The Exchange and Study Abroad Coordinator works within a highly interactive environment in which changes occur quickly and without warning. The incumbent must be able to think and act professionally under pressure and engage in rapid problem solving.
The Exchange and Study Abroad Coordinator works in a time pressured area, the variety and extent of liaison with staff within and outside the university requires that the incumbent is able to balance work priorities and manage competing demands, delegating responsibilities as required.
The incumbent provides high-level professional representation of International Exchange and Study Abroad and therefore needs to be able to interact with senior staff across the University and externally with national bodies, international partner universities and Study Abroad representative agencies.
The Exchange and Study Abroad Coordinator works in a culturally diverse workplace which values and respects cultural diversity. S/he is expected to demonstrate cultural sensitivity, diplomacy, tact and flexibility in order to promote these values.
The incumbent will need to be able to balance the requirements of travel and extended work hours with the demands of daily office tasks as required.
October 2006 Exchange and Study Abroad Coordinator 3 AUTHORITY TO ACT The Exchange and Study Abroad Coordinator has authority to act autonomously in overseeing and managing the daily functions of the International Exchange and Study Abroad team, in setting priorities, designing educational and promotional programs for exchange and reviewing and developing exchange processes. The incumbent decides when to refer an enquiry or problem to the Manager, International Relations and Services.
Safety & Wellbeing responsibilities
All staff must:
. Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others . report all accidents, incidents and hazards to their supervisor as soon as is practicable
Supervisors and managers of staff and facilities must do whatever is reasonably practical to ensure that both the workplace and the work itself are safe, in consultation with staff affected.
SKILLS AND ATTRIBUTES Relevant degree and/or significant work experience in international student mobility environment; Demonstrated experience at senior level in strategic planning and management with proven ability to provide analysis, to identify issues, and to prepare reports and recommendations with effective solutions; A demonstrated understanding of internationalisation of higher education, issues and trends; Proven experience in management, motivation and development of staff; Proven organisational, planning and project management skills with a strong commitment to, and record of achievement in, customer service; Superior and effective communication and interpersonal skills with demonstrated ability to interact effectively with a range of people in culturally diverse environments and to maintain and develop successful networks; Ability to contribute and participate in continuous improvement of UTS International operations; Knowledge and understanding of equity and merit principles and a commitment to EEO.
ORGANISATION CHART As attached.
APPROVALS
Incumbent Supervisor Manager (if required) (minimum level Dean/Director) Name:
Title:
Signature:
October 2006 Exchange and Study Abroad Coordinator 4 Date:
October 2006 Exchange and Study Abroad Coordinator 5