Administrative Program Coordinator

Saint Mary’s College of California

Moraga, CA

ID: 7059291
Posted: August 13, 2019
Application Deadline: September 12, 2019

Job Description

Administrative Program Coordinator

Salary: Depends on Qualifications

Job Type: Full-Time

Job Number: 2015-1602324

Location: CA 94556, CA


Closing: 9/12/2019 11:59 PM Pacific


Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.


The Administrative Program Coordinator (APC) coordinates both January Term Travel Courses and semester long study abroad programs providing administrative support to the CIP team. The APC is the key staff member managing Jan Term travel courses and works closely with the Jan Term Director. The position is an experienced user of Terra Dotta Studio Abroad database and is the central person on campus who solves Terra Dotta related problems for students, staff and faculty. The APC provides high level administrative support for Jan Term Travel faculty and students before, during and after programs. Is responsible for completion of the annual IIE Open Doors Survey on study abroad for the campus at large. The position focuses on faculty led Jan Term Travel programs. As a member of the CIP team, the program coordinator is responsible for planning and implementing of global events throughout the year. Is responsible for coordinating January Term Committee meetings, and the Jan Term study September Travel Fair and information sessions. The APC plays a vital role in the promotion of international and Jan Term programs campus wide. In addition, the APC manages and regularly updates the CIP and Jan Term social media platforms. The APC is the lead customer service officer for the department and manages the flow of traffic in the CIP office. Is an information conduit moving requests to the appropriate individual or offices in a timely manner.

Administrative Coordination:

• Manage daily administrative processes related to CIP programs and Jan Term travel courses to achieve success and satisfaction from internal/external clients.

• Serve as lead customer service officer for the Center for International Programs ensuring that each and every guest feels welcome and served.

• Manage the CIP voicemail forwarding inquiries to the correct individual or department.

• Assist the study abroad coordinator and associate director on special projects when required.

• Under the direction of the Associate Director, manage the international student files, ensuring that all files are up-to-date and complete.

• Manage all files for semester study abroad students under the direction of the Study Abroad Coordinator. Ensure that all files are current and complete.

• Manage student files/records for Jan Term Travel courses.

• Direct student assistants' development and distribution of flyers and posters to promote study abroad, international programs and Jan Term events.

• Serve as the lead facilities reservationist for the department.

• Manage budget and inventory of office supplies.

• Co-manage the preparation and implementation of the fall and spring study abroad fairs along with the study abroad coordinator.

• Develop and implement the Jan Term travel fair and coordinate information sessions.

• Manage CIP mail distribution.

• Maintain a list of international jobs and internships available for SMC students and provide the data to the Study Abroad Coordinator and SIO.

• Update study abroad and international student handbooks.

• Support the Study Abroad Coordinator with Study Abroad Pre-Departure orientation: rooms, food, documents, media requirements.

• Assist the Associate Director with planning, preparation, and implementation of events for International Education Week activities and events.

Terra Dotta Coordination and Development :

• Serve as the main campus contact for issues related to use of Terra Dotta.

• Serve as a lead developer for Terra Dotta.

• Manages weekly or monthly program queries for SIO and JT Director.

• Provides weekly reports to the SIO and others on the volume of applications and issues that have arisen within the system.

• Continuously improves the usability and function of Terra Dotta application processes.

Travel Risk:

• Leads development of new applications in the Terra Dotta database for study abroad, faculty/staff travel abroad, risk management and other purposes.

• Develops and implements workshop on how to use Terra Dotta. Collaborates with HR and Faculty Development on scheduling of the workshops.

• Works with Terra Dotta company personnel to trouble shoot errors in the system and find solutions.

• Supports the Travel Risk Assessment Committee(TR

International Travel Insurance Coordination:

• Updates information on the SMC international travel insurance on the website as required.

• Manages communication with the insurance company as required. Maintain communication with the SMC business office and AVP Finance on policy changes and processes.

• Orients staff, students and faculty to the SMC international travel insurance policy and how to use it when abroad.

Program and Course Support:

• Under the direction of the January Term director, manage budgetary processes for Jan Term travel courses before, during or after the courses end.

• Complete research and outreach for updating of the semester study abroad annual budget as needed.

• Play vital communication role with Jan Term travel course faculty. Communicate relevant tasks, timelines and information to a wide variety of support offices across campus, including Terra travel registration, health and wellness center support for Jan Term and CIP, business office requirements, and final course itineraries.

• Edit and update materials for Jan Term travel faculty workshops as needed.

• Develop and present general information session on Jan Term Travel. Assist faculty in their presentations if required. Schedule all facilities for Jan Term events and meetings.

Student Club mentorship:

• Serve as staff mentor for the International Club.

• Ensure that the club successfully completes SIL requirements and paperwork so that the IClub becomes one of the most active clubs on campus

Other Duties as Assigned: Completes the annual IIE Survey for the Open Doors Report on study abroad and on international students and scholars

Experience and Qualifications:

Education: REQUIRED: Bachelor's

Experience: Experience working in a professional setting, academic environment is preferred

Skills/Abilities: Previous experience using relational databases, particularly Terra Dotta is vital.
Use of Microsoft Office software including WORD, POWERPOINT and EXCEL is required. Experience with Photoshop/ photo editing software is desired.

Licenses & Certifications: REQUIRED: N/A PREFERRED: Terra Dotta Boot Camp

Other Requirements: Occasional travel to professional development conferences and weekend or evening work


Supplemental Information:

Application Instructions: Please apply online. Include a cover letter that specially addresses how you meet the qualifications and are prepared to support the mission of the College. Apply online. A complete application includes a letter of interest, resume, on-line application and the name and contact information for three (3) professional references. Candidates who submit names of references should expect that references will be contacted, in confidence, by the College and that credentials will be confirmed prior to hire. Candidates who become finalists will be expected to sign a consent authorizing a broader inquiry. Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

Please apply online at

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