Title Operations Coordinator, Global High School Abroad Programs Business Unit High School Study Abroad Programs Location Portland, ME Description Position : Operations Coordinator, Global Navigator High School Study Abroad Department Reports To: Manager of Operations, Global Navigator High School Study Abroad Deparment Dept: Global Navigator High School Study Abroad Location: Portland, ME CIEE For 70 years, CIEE has been the world leader in international education. CIEE Global Navigator High School Study Abroad programs give motivated high school students from the US opportunities to spend an academic year, semester, summer, or gap year immersed in another culture, studying a language, developing leadership skills, serving a community, or cultivating an interest in specific field of study. In 2018, 2000 high school students studied abroad during their summer break at 36 CIEE Centers worldwide. CIEE provided scholarships to 70% of these students based on their academic merit and financial need many of whom received full tuition funding. CIEE also provided semester and gap year study abroad opportunities to over 200 high school students. CIEE is providing more and more opportunities for young leaders to engage in intercultural exchange and need capable professionals to help facilitate these experiences. Summary Are you interested in playing a crucial role in shaping the global leaders of tomorrow? The Operations Coordinator collaborates with a range of teams and individuals at CIEE in Portland and abroad to deliver exceptional high school study abroad programs. The Operations Coordinator works closely with study abroad applicants to ensure that they have completed all of their application materials and are well prepared for their study abroad program, including helping them arrange their travel, passport, and necessary visas. The Operations Coordinator also cooperates with the Operations Team to develop new processes, readings, and techniques to achieve efficiencies and provide superior customer service to our students and their parents. Requirements Primary Responsibilities: Ensure participant applications are complete, following up with parents and applicants as needed Coordinate with high school receiving organizations and CIEE Study Centers to provide applicant information, and to ensure timely generation of visa and other placement information Manage communication with parents and applicants including program acceptance, delivery of visa information, program dates and travel itineraries, and program updates Plan and implement pre-departure orientations, including staffing, accommodation, activities, and communication Plan high school summer participant travel, including coordination with travel agent and parents and participants Prepare and update of pre-departure information, including handbooks, as needed Update Salesforce and Polaris databases after departures and after returns to ensure participant status with CIEE is up-to-date Update pre-departure readings and resources as needed Meet with Support weekly to review and resolve participant issues; escalate cases as necessary to the Manager of Operations Document significant communication with partners, Study Center staff, parents, and participants Communicate and coordinate with all members of team to support program sales and to achieve team goals Monitor program web page content (dates, deadlines, pricing) and produce timely updates of program information Conduct market research, as needed, and report to team Champion relationships with students and parents from receipt of application until departure Develop an alumni network and organize communication between alumni and CIEE, working in conjunction with the CIEE Alumni Department, when appropriate Other duties as assigned Domestic and international travel is required; approximately 2-4 trips/year Knowledge & Skill Requirements: Bachelors degree required 2 years administrative or related experience required International travel or study abroad experience is a plus Foreign language skills are a plus Excellent verbal and written communication skills required Proficent skills in Microsoft Word and Outlook and willingness to learn new applications required Strong skills in Microsoft Excel a plus Experience working with systems such as Salesforce and Sharepoint is strongly desired Knowledge of or experience in working with online learning management systems such as Canvas is a plus. Strong organizational skills and attention to detail required Ability to manage multiple projects and deliver results in a timely manner Ability to communicate information across cultures with Study Centers via email, phone and skype on a regular basis Ability to communicate outside regular business hours, as needed Ability to travel domestically and/or internationally is required; approximately 2-4 trips per year Strong customer service skills required Good judgment and ability to build rapport with high school participants required Personable and team-oriented Experience working across teams and departments to successfully complete tasks and projects within targeted time lines Work Environment: The environmental conditions generally include ambient inside temperature, lighting and noise levels. May require an irregular work schedule and overtime hours, including early, late and weekend work at times. Physical Demands: Lifting: 0-25 lbs Frequency of lifting: infrequent Typical business day: 9am-5pm Additional Physical Demands Ability to speak and listen on a telephone Ability to type, and view a computer screen Ability to bend and sort paperwork in a filing cabinet. Visual, Hearing, Dexterity & Mental Demands Adequate to perform the essential functions of the job such as using a telephone, answering emails, filing paperwork, viewing a computer screen, and operating office equipment. Working conditions: The duties and responsibilities are generally performed in an office environment. The position generally involves continuous sitting; frequent standing; frequent walking; light to moderate lifting; light carrying; frequent bending and reaching; keyboarding and telephone operation. Candidate Instructions Due to federal regulations a background check will be conducted as a condition of employment. Interested candidates please email a cover letter and resume to cieeresume @ciee.org. Please put Operations Coordinator, Global Navigator High School Abroad Programs in the subject line. We will contact those candidates we would like to meet with to further discuss this exciting opportunity. No phone calls please. CIEE strives to lead a robust community of international program providers and sponsors through innovation, exemplary service, and exceptional efficiency. Our success depends on having the very best professionals. We are committed to recruiting and retaining the best people in the industry, particularly those who are passionate about international education, are self-starters with high levels of energy and autonomy, and are dedicated to exceed expectations in every challenge. We foster excellence through tapping the skills of a diverse workforce and promoting a dynamic environment where talented individuals of differing perspectives and cultural backgrounds work together to advance our mission. CIEE is an Equal Opportunity Employer. Applications by ethnically diverse and underrepresented groups are strongly encouraged. Apply On-line Send This Job to a Friend