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Associate Director, Exchange and Study Away

ArtCenter College of Design
Pasadena, California
$67,000-75,000 plus benefits
Closing date
May 28, 2023

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Global Education
Knowledge Communities
Education Abroad
Position Type
Associate Director
Employment Type
Organization Type
College / University

Every position at ArtCenter plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion, access, belonging (DEIAB) and culture.

Reporting to the Director, Exchange and Study Away, the Associate Director of Exchange and Study Away will support the educational mission of the College by providing support in the development and coordination of equitable, inclusive, and academically engaging international and domestic study away experiences for ArtCenter students. This position will oversee programs through student recruitment and advising; faculty leader support; preparation, facilitation, and implementation of programs from pre-departure through program completion. The Associate Director is also tasked with exchange partnership management; overseeing office digital infrastructure and database, and overall office operations and communications. Finally, the incumbent will work closely with department chairs, faculty, staff, and students to deliver engaging and robust programs that foster a deep campus-wide appreciation for human diversity and its critical role in defining and maintaining educational excellence.


  • Bachelor’s degree in education, counseling, business, or related field from an accredited college or institution or an equivalent combination of relevant education and experience
  • 4-6 years of professional experience in international programs or a related field with increasing responsibility in administration and student advising
  • Management and supervisory experience with proven leadership skills
  • Experience with crisis management and risk assessment
  • Knowledge of professional standards of conduct and code of ethics in the international education field Demonstrated skill in understanding student needs and connecting them with appropriate resources and/or opportunities
  • Excellent computer skills: Microsoft Office suite, Adobe Office and Creative suites and associated professional software
  • Experience developing and implementing a marketing plan
  • Experience using and maintaining database software such as TerraDotta
  • Excellent interpersonal written and oral communication skills, including strong public speaking and presentation skills
  • Strong ability to prioritize and perform multiple projects/tasks, meet deadlines, respond to others in a timely manner, and work both independently and as a collaborative member of ArtCenter with a high standard of integrity and ethics, in support of institutional goals.
  • Ability to partner effectively with coworkers, chairs, faculty, staff, third party entities, and counterparts at partner institutions
  • A commitment to DEIAB and culture, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
  • Ability to handle confidential information with tact and discretion and recognize the confidential nature of ArtCenter business
  • Familiarity using online and cloud-connect tools. Examples include video conferencing and communication (Zoom, Microsoft Teams, Slack), file management (Google Drive, Dropbox, One Drive), scheduling (Acuity and Doodle), badging (Credly), and website management (Squarespace) platforms
  • Willingness to periodically travel domestically and abroad

Preferred Qualifications

  • Master’s degree in education, counseling, business, or related field from an accredited college or institution
  • Experience studying, living, working, and/or traveling abroad strongly preferred.
  • Experience supporting faculty-led programs
  • Knowledge of a foreign language
  • Experience in art and design education
  • Participation and leadership in regional, national, and international conferences and organizations.

    Essential Functions
    Program Management and Operations — 35%
    • In partnership with the Director of Exchange and Study Away, assist with program development and assessment, and with development and implementation of program policies, procedures, budgeting, and strategic planning.
    • Interact and build relationships with diverse constituencies (students, exchange partners, providers, chairs, faculty, and staff) to promote, facilitate, and deliver study away programs.
    • Help cultivate and maintain relationships with exchange partners and third-party providers delivering individualized programs with an eye to innovative programming models.
    • Collaborate with Chairs on the program proposal process for faculty-led programs, researching, contracting, and paying third party providers; coordinate information between host departments, Enrollment Services, and other campus stakeholders; create program management timelines.
    • Manage the admissions process for inbound and outbound international exchange students. Design and lead information, orientation, and re-entry meetings, workshops, and events with the goal to help students prepare for and flourish in study away programs.
    • Assist with content development and delivery of ESA Faculty Leader Orientations.
    • Train and supervise the ESA adviser(s), assess core advising and program administration processes and handle escalated cases.
    • Oversee Terra Dotta software to create programs for application; provide student and faculty resources and materials; solicit required participant information for risk management and emergency response.
    • Research and recommend study away scholarship opportunities and manage listings.
    • Manage the ArtCenter Berlin Scholarship and the Diversity and Access Travel Stipend Award student outreach, application, and acceptance process, selection committee meeting, budget and awardee tracking, and awardee follow up.
    • Assist in the health insurance policy management.
    • Assist the Study Away Emergency Response Team and respond to student wellness issues and emergencies abroad and refer students to the appropriate resources to ensure safety and support. Prepare reports on programs for committees and other departmental reporting needs
    • Coordinate the flow of work in office to ensure quality service.


    • Maintain up-to-date information on the College’s study abroad and domestic study away programs, policies, and procedures; communicate updates clearly and efficiently through web, print, electronic, and other sources. Develop and implement innovative strategies for outreach on campus to promote equity and access to study away programs.
    • Oversee ESA social media channels and develop and implement a strategy for managing them.
    • Implement student outreach and engagement practices across multiple campus locations, develop recruitment strategies and marketing materials for all program types through email announcements, posters, electronic signage, presentations, and events.
    • Assess effectiveness of marketing materials and resources and make modifications as appropriate.


    • Coordinate with Accounting to process student charges associated with study away programs, and work directly with students on program billing and resolving related charges.
    • Process purchase orders, reimbursements, and check requests.
    • Manage disbursement of student stipends for the Diversity and Access Travel Stipend Award and for other programs as necessary.

    Student Advising—30%

    • Provide knowledgeable and inclusive advising and support to students during scheduled meetings and drop-ins, on the study away application process and during pre-departure, program, and returnee phases.
    • Advise students on transfer credits, international travel planning and safety, visa considerations, cultural awareness and intercultural communication skill building, health and wellness, finances, and networking opportunities.
    • Advise students on financial aid as it relates to study away, including the Diversity and Access Travel Stipend Award, the ArtCenter Berlin Scholarship, and external scholarships.
    • Maintain awareness of OSAC reports and advisories and communicate to students away as appropriate, support Study Away Emergency Response Team as necessary.
    • Manage exchange program processes with advisement to inbound and outbound students regarding applications, processes, and departmental and partner communications in coordination with Admissions, Enrollment Services, and the Center for the Student Experience.

    Non-Essential Duties — 5%

    • Maintain memberships and active involvement in applicable professional organizations
    • Serve on college-wide committees
    • Other duties as assigned

     Mandatory Duty to Report

    All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs, or designee or the Associate Dean of Students or designee. All Employees have a mandatory duty to report and are required to disclose all information including the names of the parties, even when the person has requested their name remain confidential.

    Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.

    Physical Demands and Working Environment

    The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. 

    This is a full-time in-region position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 3 days in the office or required as a condition of employment. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

    Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals.

    Physical: The position is performed in an office setting. Employee is stationary most of the time but may move around the office environment for brief periods of time. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard. Ability to travel between campuses and to offsite locations. Regular and consistent attendance are required for most positions.

    Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction. 

    Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

    The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

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