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Study Abroad Systems Coordinator and Advisor

Utah State University
North Logan, UT
Closing date
Jul 14, 2024

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Position Type
Employment Type
Organization Type
College / University

The Office of Global Engagement is seeking a Study Abroad Systems Coordinator and Advisor (Program Coordinator I) to administer and promote study abroad opportunities at Utah State University (USU). The coordinator serves as the primary administrator for the study abroad data management system (Terra Dotta), compiles reports and analyzes data, works closely with staff, students and faculty throughout the study abroad process, and coordinates study abroad outreach efforts.

The Office of Global Engagement includes Study Abroad (USU faculty-led, student exchange, and direct programs), International Student and Scholar Services, International Undergraduate Admissions, and International Programs (cooperation agreements, contracts, and grants with international institutions; and hosting international visiting scholars and delegations). The Office of Global Engagement currently has 14 benefitted employees, one Graduate Teaching Assistant, and several part-time non-benefitted wage hourly employees, and sponsors the International Student Council. The Study Abroad team consists of the director, two advisors, a student peer advisor, and this position.

Review of applications will begin in July 2024, and posting will remain open until the position is filled. Anticipated start date is September 1, 2024.

This position is telework eligible within the state of Utah.


Application System Management (40%)
  • Serve as primary administrator of application data management system, including 700+ applications annually, 1,000+ programs, and website.
  • Ensure optimal use of system; follow updates in system functionality, evaluate utility of new features, develop new procedures to accommodate internal changes and system updates, as well as further progress goals.
  • Manage and create study abroad program brochures groups, parameters, announcements, etc.
  • Manage and create application questionnaires, materials, triggers, deployment rules, workflows, etc.
  • Manage user permissions and provide user support.
  • Create itineraries for all travelers, adjusting as needed, and monitor travel alert system.
  • Serve as first point of contact for system issues and interface with external system owner/manager until resolution. Network with system users nationwide on shared issues.
  • Maintain and create Standard Operating Procedures (SOPs) for system procedures.
  • Perform regular maintenance; close and open application cycles, withdraw student applications, and test system regularly.

Study Abroad Advising (35%)
  • Advise students on study abroad programs according to their academic, financial, professional and personal interests.
  • Provide students with program information including academics, housing, country entry regulations, information on culture, health and safety, etc.
  • Interface with and connect students to university resources, departments, faculty, and academic advising to prepare students for study abroad.
  • Communicate with and assist students throughout the application and pre-departure process.
  • Review student applications, make acceptance decisions working with relevant parties according to criteria, and enroll students into programs.
  • Promote scholarship opportunities for students, including hosting workshops, reviewing applications, and supplying feedback to students.
  • Manage general study abroad email and respond to inquiries.
  • Liaise with student employees on general advising questions and the application system.

Outreach and Event Planning (20%)
  • Plan Study Abroad fairs (2 to 3 per year), class visits, orientations, socials, and representation at university events such as Day on the Quad, New Student Orientation, career fairs, etc.
  • Promoting the benefits of international education at the above events, preparing students to depart on programs and welcoming them back to campus.
  • Liaise with Marketing Manager to develop a marketing plan, advertise events and student opportunities, and assist with email and social media campaigns.
  • Create program flyers, primarily for faculty-led programs as well as others as needed.
  • Interface with program provider representatives, national organization contacts, and USU employees.

Reporting (5%)
  • Prepare and submit reports for Open Doors, USU Risk Management, Clery Act, compliance, etc. Ensure integrity, quality and accuracy of data.
  • Prepare internal reports and analyze data, including progress checks and annual reporting, to measure recruitment, participation and progress toward Study Abroad goals.

Other duties as needed.

Reporting and Supervisory Responsibilities
  • The Study Abroad Systems Coordinator reports to the Director of Study Abroad in the Office of Global Engagement. This position may also train and/or supervise student employees.


Minimum Qualifications:
  • Associate's degree plus two years of related work experience; or a bachelor's degree in a related field; or an equivalent combination of education plus experience is required
  • Excellent written communication skills in English

Preferred Qualifications:
  • Master's degree in a related field
  • Experience with application and/or data management systems, especially Terra Dotta Study Abroad (formerly Studio Abroad)
  • Experience compiling reports and analyzing data
  • Experience planning events
  • Experience creating promotional materials
  • Educational and/or professional experience in international education, international studies, intercultural relations, student advising, counseling, political science, sociology, social work, or related fields
  • Experience studying, living, and/or working abroad
  • Oral and written proficiency in a language other than English
  • Familiarity with Banner and other USU systems, policies, and procedures

Knowledge, Skills, and Abilities:
  • Ability to maintain a high degree of confidentiality, sensitivity and discretion
  • Knowledge of information gathering methods and procedures.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to coordinate and organize meetings and/or special events.
  • Skilled in the use of personal computers and related software applications (Microsoft Office).
  • Skilled in organizing resources and establishing priorities.
  • Skilled at records maintenance.
  • Ability to lead and train staff and/or students.
  • Ability to interact with students, faculty and/or staff in a team environment.
  • Knowledge of communication principles, media, and marketing techniques.
  • Ability to gather and analyze statistical data and generate reports.
  • Program specific knowledge, skills, and abilities as described in recruitment notice.
  • Ability to exercise a high level of creativity, decision making, problem solving, and discretion as work is varied and may be undefined

Required Documents

Along with the online application, please include:

Resume to be uploaded at the beginning of your application in the Candidate Profile under "Resume/CV." Cover Letter to be uploaded at the beginning of your application in the Candidate Profile under "Documents 1-5." Three (3) professional references to be provided in the candidate profile.

Document size may not exceed 10 MB.

Advertised Salary

Commensurate with experience, plus excellent benefits


Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

College/Department Highlights

The Office of Global Engagement (OGE) promotes USU's globalization and diversity by welcoming students and scholars from around the world, sending students abroad to more than 1000 programs in more than 80 countries, and creating a global network on and off campus that thrives with multi-cultural perspectives, languages, awareness, and acceptance.

The Office of Global Engagement is a reporting unit to the Office of the Provost & Chief Academic Officer. For more information, please visit

University Highlights

Founded in 1888, Utah State University is Utah's premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah's counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU.

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university's ADA Coordinator in the Office of Human Resources at (435) 797-0122 or

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU's main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute's 2022 ranking for best-performing small cities in the nation.
  • updated 04/2024

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU's non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner,, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael,, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481,
  • updated 09/2023

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