Assistant Director, Education Abroad

Job Posting Title:

Assistant Director, Education Abroad

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Hiring Department:

Texas Global

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The University’s 19 colleges and schools enroll over 53,000 students and rank among the top 10 public universities in the U.S. Texas Global is the university's global engagement arm and a recognized leader in international education, based on the success of the programs we deliver and the number of individuals we support. We serve more than 9,000 international students and scholars, as well as more than 4,600 students on education abroad programs annually.

Texas Global  advances UT Austin’s academic mission by leading, supporting, and coordinating the university’s international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world. Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected.

Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.

UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

Purpose

Provide leadership to the Faculty-Led modality team and Sciences academic cluster, which advances the mission and vision of Texas Global in collaboration with academic departments and international partners to support innovative programming and exceptional student services. Ensure that the core functions of the team are carried out effectively.  

Responsibilities

Faculty-Led Modality Leadership and Operational Oversight

• Provide leadership aligned with faculty-led programs; supervise team members, lead weekly team and individual meetings, create agendas for team meetings, conduct performance evaluations, and develop annual work plans.
• Plan and execute the academic-year calendar of faculty-led activities: Education Abroad Fair representation, faculty kick-off, faculty workshops, proposal solicitation and review, portfolio distribution, application and admissions cycles. Coordinate scholarship review and award, deposit timelines, and program payment. Oversee special registration windows and end-of-program close-out.
• Coordinate program creation processes with the Office of the Registrar and academic departments, organizing course scheduling, cross-listings, unique numbers, exclusion and override rules, and special registration windows.
• Review and update admissions and acceptance processes and policy language to align with risk, compliance, and operational requirements.
• Collaborate with technology system teams to develop education abroad portal programs, manage application cycles and program flows, automate processes, train team members and campus community on technology tools and program implementation.
• Develop marketing and communications materials in collaboration with various teams to create promotion for information sessions, faculty calls-to-action, TV slides, web, and program pages. 
• Set financial details for programs, including billing dates, deposits, and payment plans, to ensure smooth program execution in coordination with financial and scholarship distribution.
• Develop and maintain templates, toolkits, training, and communications for faculty and program coordinators; oversee Canvas faculty folders and program sites; ensure accuracy of info session templates and FAQs.
• Establish and monitor enrollment tracking and operational dashboards; compile and disseminate student survey findings and required reports to stakeholders.
• Partner with Global Risk and Safety on group travel submissions and renewals, Emergency Action Plans, restricted-region protocols, health-clearance policy updates, and incident response/management
• Provide administrative oversight for budget construction, approvals, and reconciliation; coordinate faculty travel cash advances and travel cards; align deposit and billing dates with Texas Global finance team.
• Collaborate with the Office of Scholarships and Financial Aid on budget submission processes; align scholarship review, notification, and disbursement timelines with Texas Global Scholarship team and student payment timelines. 
• Oversee RFPs, vendor selection, program agreements and addenda, and coordination with the Business Contracts Office.
   

Faculty-Led Program Development and Implementation

• Oversee development and implementation of all faculty-led Education Abroad programs (May Term, Summer, Spring/Fall terms, Departmentally Administered Faculty-Led), and Independent Study Registration.
• Cultivate relationships with faculty, internal stakeholders, and travel provider organizations; develop and communicate program policy for students, faculty, and departments; propose and support site visits for program development purposes.
• Create faculty engagement opportunities to encourage and support new faculty-led proposals; consider and design new faculty-led program configurations and structures.
• Oversee recruitment, advising strategies, and outreach for faculty-led program promotion; design and manage overall approach to info sessions, adapting annually to ensure improvement, pre-departure orientations, and returnee programming; promote scholarships.
• Manage a limited program portfolio and student caseload, including program design, advising, promotion, participant screening and selection, pre-departure preparation, coordination with overseas partners, budgeting, financial aid coordination, and associated administrative tasks.
• Lead monthly Faculty-Led meetings with education abroad teams in business, engineering, law, and individual departments to provide guidance and support for their programming. Create and share resources with these teams through shared technology resources.
• Collaborate with Global Risk and Safety to establish best practices for faculty-led programs to ensure the safety of participants and faculty and strong communication with partners abroad and internal constituents. Contribute these best practices to the field of international education.

Sciences Academic Cluster Leadership                                                                    

• Provide leadership aligned with academic areas; assist with bi-weekly team meetings and develop annual work plans.
• Build and maintain relationships with College/School/Unit (CSU) leadership, faculty, advisors, and administrators; integrate education abroad into degree plans and expand curriculum integration.
• Manage and evaluate existing programs within the Sciences cluster and identify and develop new programs based on student demand and institutional goals.
• Coordinate and oversee advising services and outreach opportunities specific to students in the Sciences academic cluster, ensuring the ability for all advisors to provide information about all program modalities and opportunities.
• Oversee an annual outreach plan to identify ways to improve our cluster collaboration and measure the success of those efforts.

Education Abroad Leadership

• Serve as part of the Education Abroad leadership team. Share responsibility with other Education Abroad leaders for the professional development of staff and strategic planning for the unit.
• Work collaboratively with Texas Global staff on designing and programming cross-modality programs for students, faculty, and staff.
• Participate in a working group dedicated to improving unit functionality and better supporting students across clusters and modalities.
• Provide leadership for all working groups evaluating emerging needs, guiding on annual goals and approaches to assist each group to achieve annual goals.
• Review and approve academic-credit processing; ensure accurate and current program webpages.

Required Qualifications

A bachelor’s degree and seven years of relevant experience or a master’s degree and five years of relevant experience are required. The candidate must demonstrate experience designing and implementing customized international programs led by university faculty, including assessment, budgeting, and contracting. Experience conducting site visits and evaluating provider proposals for quality, risk, and value.  Supervisory experience leading professional staff with proven ability to coach, assess performance, and develop work plans. The role requires expert project management across an annual academic/program cycle with multiple concurrent deadlines and stakeholders. Experience coordinating registration and course scheduling and integrating program coursework into degree plans. Demonstrated experience with program agreements, RFPs, and vendor management in collaboration with a central contracts office. Advanced knowledge of risk and safety practices and policies within international programs, health clearances, restricted-region protocols, and incident response. Proven experience managing the financial aspects of international programs, including budgets, billing timelines, deposits, and reconciliation, as well as collaboration with financial aid and scholarship offices. Exceptional interpersonal and communication skills for faculty development and training, cross-campus collaboration, and partner relations. Significant experience living, studying, or working abroad, as well as a customer-focused approach to advising college students or similar populations. Proficiency in data and operational tools (such as Excel and Airtable) and comfort with enterprise systems and learning management system software. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Preferred qualifications include an academic degree in international education or a related field and proficiency in one or more foreign languages, as well as professional experience with project management software and systems. Formal training or certification in project and/or risk management, such as PMP. Experience developing and delivering high-impact marketing/outreach strategies and faculty workshops, administering scholarships, and collaborating with development or alumni-relations stakeholders.  Demonstrated history with Asana, Airtable, CoPilot, Canva, and Confluence.

Salary Range

$75,000

Working Conditions

Work in a shared office environment. Work around standard office conditions. This position is located in Austin, Texas.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.