Associate Director in Fellowships and Study Abroad Advising
The Associate Director works with the Director in the daily administration of fellowship and study abroad programs and in the Fellowships Advising and Study Abroad Office. The Associate Director plays a vital role in planning new initiatives for the office.
The Associate Director is responsible for engaging in all aspects of the fellowship and study abroad processes including outreach and advising; selection; orientation and participation; re-entry and assessment. The Associate Director is actively involved in the management of the fellowship, study abroad and exchange programs.
The Associate Director works with administrators and faculty from both Caltech and international partner institutions to facilitate and strengthen participation and perform administrative duties in support of the mission and objectives of Caltech. S/he exercises considerable discretion and judgment in all work areas and handles confidential and sensitive issues. Evening and weekend hours will be required on a limited basis and some domestic and international travel is possible.
Applicants should have proven experience in planning, developing and maintaining administrative procedures; ability to work independently with minimal supervision; strong quantitatiave and analysis skills, strong written and verbal communication skills; an ease at public in workshops, information sessions, orientations, and sessions to parents and prospective students; effective organizational practices; and experience developing and administering budgets.
Applicants should have the personal style and academic experience indispensable for forging effective relationships with administrative or faculty as required as well as partners at Caltech’s study abroad partner universities.
Applicants should have the necessary skills for advising undergraduates and graduate students, including tact, patience, cordiality, and the ability to make accurate judgments regarding each student’s interests and potential. S/he should also have demonstrated excellent judgment managing crisis situations and the ability to maintain confidentiality and handle matters with sensitivity.
- Writes and updates publications, forms, handouts and various outreach and educational materials annually or as needed, including the annually published Fellowships Guide.
- With the Director develops workshops, leads seminar, leads selection committees and makes presentation related to fellowship and study abroad information sessions, pre-frosh and parent weekend programs, workshops and orientation programs.
- Maintains and updates website content, and with input from the Director, develops new content.
- Hires, trains and supervises student workers to perform essential administrative functions for the office including front-office reception; telephone reception; library maintenance; organization projects; etc.
- Develops and maintains collaborative relationships with faculty and staff on campus, international institutions, and fellowship program coordinators.
- Interfaces with campus administrative units such as Financial Aid, Registrar’s Office, Benefits Office, Bursar’s Office, etc., and with faculty on many matters including policy, administrative issues, academic issues, and financial issues.
- Liaises with study abroad program Directors and representatives nationally and internationally to maintain current program information.
- Organizes, sits on and leads faculty interviewers and screening committees, outreach to students, and support programs that encourage, guide and assist students in applying for competitive national fellowships.
- Reviews and makes decisions on study abroad petitions/applications.
- Provides expert advising for students seeking guidance on appropriate fellowships and application processes.
- Reviews and edits fellowship essays for undergraduates and graduate students, including but not limited to the NSF GRFP, NDSEG, Hertz, Watson, etc.
- Oversees student visa application processes providing expertise to students in negotiating the technicalities of the visa application process as related to study abroad and certain fellowships.
- Acts as official liaison for the Watson Fellowship, which involves advising applicants, selecting nominees, leading information sessions, interfacing with faculty and the Watson foundation, and evaluating/endorsing Watson nominees.
- Develops new programs for fellowship and study abroad outreach, student enrichment and student education.
- Manages the payment and reimbursement of study abroad accounts which involves interfacing with Financial Aid, the Bursar’s Office, and counterparts abroad.
- Maintains detailed records of study abroad program budgets for future planning and billing purposes.
- Performs special projects and other duties as assigned (including working occasional nights and weekends).
- Applicants should have a Master’s degree in any subject.
- Have at least 5 years of experience in undergraduate advising in a college or university setting in areas such as study abroad, fellowships, academic advising, admissions or career development) or at least 3 years’ experience in a university administrative post that involves planning trips abroad and events for alumni, donors, or students and which indicates development of the skills listed in this position description. (Note that high school teaching/counseling or college lecturing does not fulfill this qualification.)
- Personal experience studying or doing research outside of the U.S. as an undergraduate or study abroad post-B.A./B.S. via a fellowship such as the Fulbright is required.
- In-depth understanding of the higher educational environment, especially that of a research university and experience with student in a selective college or university.
- Excellent writing and essay editing skills.
- Strong command of the English language with excellent knowledge of English grammar and vocabulary.
- Workshop presentation, panel organization or equivalent skills.
- Experience with and expertise with the standard suite of office software, including Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and strong internet search skills.
- Ability to learn software and applications and use them effectively. Ability to learn and apply new technology to work related issues.
- Must be motivated, proactive, and independent in the completion of job duties with excellent follow through.
- Ability to understand currency conversion from US dollar to UK pound, Euro, Danish kroner, Australian dollar, etc. and perform accurate conversions and identify and forecast budget issues.
- Excellent quantitative analysis skills and ability to express quantitative information in chart form.
- Strong organization and follow-through and ability to attend to and track details.
- Experience using IOS Systems.
- Have ability to maintain a California driver’s license throughout employment.
- Webpage editing experience or technical ability to learn webpage editing using Ruby on Rails.
- Experience with STEM students and experience in a research university.
- An understanding of the higher education system in the UK especially.
- Experience with Doodle and Surveymonkey.
- Some coursework background in human development, but applicants should note that this position is not one that uses psychological counseling skills.
- Experience in budgeting.
Supervisory position? No Posting Detail Information
Posting Open Date 10/04/2016
Posting Close Date Open Until Filled Yes
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor. For more information about “EEO is the Law” click here: EEO is the Law
Special Instructions to Applicants
All applicants should submit a business style formatted cover letter that explicitly articulates how the applicant’s background and education relates to the position.
Resumes and cover letters must be formatted to print within standard 8 1/2" by 11" margins.
Required fields are indicated with an asterisk (*).
- * What is the highest level of education you have completed?
- No GED/High School Diploma
- GED/High School Diploma
- Associates Degree
- Bachelors Degree
- Masters Degree
- Other Professional Degree (e.g., JD or MD)
- * Do you have at least 5 years of experience in undergraduate advising in a college or university setting in areas such as study abroad, fellowships, academic advising, admissions or career development) or at least 3 years’ experience in a university administrative post that involves planning trips abroad and events for alumni, donors, or students and which indicates development of the skills listed in this position description? (Note that high school teaching/counseling or college lecturing does not fulfill this qualification.)
- * Do you have personal experience studying or doing research outside of the U.S. as an undergraduate or study abroad post-B.A./B.S. via a fellowship such as the Fulbright?
Documents Needed to Apply Required Documents
- Cover Letter