Study Away and Exchange Program Manager

Duties And Responsibilities

• 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.
• Care for 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.
• 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.
• 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.
• 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.
• 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.

Qualifications

• Any combination equivalent to, but not limited to, the following:
• A 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.