Application and Visa Coordinator - Room for Advancement

Job Description: The Application and Visa Coordinator is responsible for supporting The College of Global Studies' Advising and Student Engagement Team (ASE) through advising and administration. They will assist in the application, admissions and pre-departure process, provide administrative and operations support for the ASE, and respond to applicant queries as necessary to ensure a quality student experience throughout the study abroad journey.

As a Visa Coordinator this position will provide advising and manage the visa submission process for programs requiring batch processing. The visa coordinator will handle all administrative aspects of the visa process including resource development, information management and documentation generation.

This position will manage application processes and administrative deadlines throughout the application process and specifically guide students through post-acceptance and pre-departure requirements for host institutions, housing and visas, and they will deliver programming and orientations to prepare, excite and engage students prior to departure.

This role will generally support the Assistant Director in ensuring excellence in all areas of administration for the team.

Location: Glenside

Responsibilities:

Application Coordination, Systems Management and Conversion Support (50%)

• Applicant Outreach and Processing
  
  
• Contribute to accurately processing and logging over 10,000 electronic and paper application submissions for over 3000 students. This includes, but is not limited to: uploading and organizing electronic application pieces, uploading rosters of approved students, and liaising with students and home institutions for official transcripts.
  
  
• Maintain applicant records and accurately make any record changes such as diverts, defers, withdrawals, and backup applications.
  
  
• Resolve general application queries as well as technical and document submission questions from students who are submitting an application with TCGS. This includes, but is not limited to student Arcadia Application Portal issues and online application submission questions, and program-specific questions.
  
  
• Respond to inquiries submitted through the general ASE email accounts (AUAbroad, EducationAbroad & additional general accounts).
  
  

Systems Maintenance and Data Management

• Work daily with the CRM (Salesforce) and other systems to maintain and update systems functions and to enter critical indicators and data into the system. Systems Maintenance includes, but is not limited to: triaging Salesforce application tasks such as multiple applications and email opt outs; entering annual application and program updates for program object upload and online application update by TargetX.
  
  
• Manage systems data including the timely verification of data from Flight Forms and Passport Forms, virtual orientation maintenance logging, as well as inputting official transcript GPAs.
  
  
• Track and provide status reports to advisors on missing immigration paperwork, such as CoEs
  
  
• Serve as a backup and support on general systems processes, including Salesforce, Portal, Canvas, PowerCampus, Data Studio, Parchment, and Qualtrics.
  
  
• Post-Acceptance Process Management and Resource Development
  
  
• Support the Advising and Student Engagement Team in transmitting overseas partner applications/documents and ensuring successful receipt of transmissions.
  
  
• Participate in team-wide call/text campaigns and other initiatives related to applicant follow up.
  
  
• Support ASE in resource development and maintenance including but not limited to: arrival guides, syllabi management, course finder updates, and orientation materials
  
  
• Identify problems or improvements in operations processes and recommend solutions.
  
  

Visa Management (40%)

• Once students have been accepted, work with team members in ASE to ensure that acceptance and visa instructions are consistent and up to date.
  
  
• Maintain accurate and up to date guides on visa application processes and procedures across Arcadia Abroad portfolio of programs
  
  
• In partnership with Application Coordinator, generate and collate sponsorship letters and paperwork and ensure delivery to students in a timely manner
  
  
• Ensure acceptance and visa materials are sent in a timely manner. This includes being responsible for the production of acceptance letters, visa documents, and batch label printing.
  
  
• Customer/student/family support on working through application and process questions as relates to visa. Willingness to hold office hours and workshops for individuals and groups, in person and virtually
  
  
• Review materials, follow up with applicants regarding missing or incorrect materials,
  track the progress of students applying independently for visas, scan and mail documents to students once visas are issued, verify visa grant documents and uploads
  
  
• Manage and process batch visa applications for Italy and Spain, order checks from finance, and travel to consulates and from Consulates for submissions (Philadelphia and New York City)
  
  
• Maintain system for tracking and reporting on the status of materials.
  
  
• Stay abreast of visa requirements, updating materials, entering fee information into SF
  
  
• Support Assistant Director in educating IE team members of our advising and student resources for students so they may be appropriately shared with home schools
  
  
• Support Assistant Director in resource development and maintenance for a variety of audiences, including but not limited to advisors at partner schools, parents and families, etc.
  
  
• Maintain annual calendar of visa deadlines, dates, to do items for ASE and Arcadia Abroad organization
  Run reports and flag international students who are applying to study abroad ensuring consistent and high level of communication for completion and issuance of their visas
  
  

Administrative support of Advising and Student Engagement Leadership (10%)

• Support ASE leadership by coordinating strategic projects; coordinating home school and international visitors, managing complex schedules and meeting agendas; drafting meeting minutes; responding to calls and meeting requests; and financial reconciliation of business expenses.
  
  
• Manage and implement the administrative aspects of the ASE advising cycle, which includes recruitment, admissions, planning and enrollment.
  
  
• Serve as a lead in initiating administrative calendars and timelines to execute cyclical ASE priorities.
  
  

Marginal Functions:

• Provide support to administrative positions within The College of Global Studies helping to ensure daily tasks and responsibilities are covered.
  
  
• Support The College of Global Studies in other duties as assigned.

Qualifications:

• Administrative experience in a professional setting
  
  
• International experience and/or an interest in the field of international education
  
  
• Bachelor's degree required or a combination of an Associate's Degree plus relevant higher education work experience
  
  

Required Knowledge, Skills and Abilities:

• Excellent organizational and communication skills
  
  
• Demonstrated attention to detail
  
  
• Ability to multitask and work in a fast-paced, team environment
  
  
• Familiarity with information management systems or a willingness to learn
  
  
• Ability to work with a variety of constituents, including students, advisors, staff and faculty in the United States and abroad

Application Instructions:

• Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based educational experience by placing students at the center. The Institute of International Education has ranked Arcadia first nationally in study abroad for 10 of the last 13 years, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for eight consecutive years. The University's Physical Therapy and Physician Assistant programs are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and among the "most innovative," and "best value" colleges. Arcadia promises a distinctively global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. Through its community of practice and commitment to Justice, Equity, Diversity, and Inclusion (JEDI) and to combating anti-Black Racism, Arcadia has made facilitating a safe and welcoming environment a priority. Learn more about our vibrant community at www.arcadia.edu.

Our belief and experience is that there is strength in diversity and we are committed to building a welcoming and inclusive environment for students and employees alike. We are a community built on varied experiences and perspectives that benefits from open-minded discussion and cultural humility. Guided by our University's values, we are committed to justice, equity, diversity and inclusion, and we are working towards dismantling anti-Black racism/white supremacy and other forms of interpersonal and systemic discrimination and oppression.

We welcome candidates who can contribute to the diversity and excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values. in their work.

At Arcadia University, our JEDI principles (Justice, Equity, Diversity, and Inclusion) are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates of diverse backgrounds and abilities. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.