Logistics Coordinator, Enrollment

2 weeks ago

South Portland, United States CIEE Inc Full time
Job DescriptionJob Description

Position: Logistics Coordinator, Enrollment

Reports to: Manager, Enrollment Advising

Department: Enrollment, Study Abroad

Location: Portland, Maine and Remote

Who we are:

CIEE is a nonprofit study abroad and intercultural exchange organization that transforms lives and builds bridges between individuals and nations through study abroad and international exchange experiences that help people develop skills for living in a globally interdependent and culturally diverse world.

Why work with us:

  • You will change the world. CIEE builds bridges between different people, different countries, and different cultures. We help young people participate in high-quality international exchange and study abroad programs that bring the world together. We change lives, our alumni change the world. Be part of the change
  • You will receive a competitive total rewards package. CIEE provides all employees exceptional benefits offerings that increase total compensation by up to 25%. Our top-tier benefits include:
    • Paid time off and Parental leave
    • Gym Reimbursement Program
    • Employee Assistance Program
    • Short-term & Long-term Disability
    • 6 floating Fridays (based on our eligibility rules)
    • CIEE Study Abroad and TEFL Program discounts
    • 403(b) Retirement Plan with employer contribution
    • Insurance Coverage (life, travel, medical, dental, and vision)
    • Flexible Spending Accounts/Health Savings Accounts (medical and dependent)
    • Voluntary Benefits (identity theft protection, pet insurance, accident, and critical illness)
  • You will be part of a fast-paced, international, diverse, and collaborative team of professionals. CIEE operates the largest nonprofit network of study abroad locations, with facilities and staff in 29 countries. Additionally, we help international participants from over 140 countries come to the USA each year. Committed to excellence and solving whatever problem the world throws at them, CIEE professionals work on international teams, and are dedicated to advancing our 75-year-old mission to make the world a more peaceful place.

Who you are:

The Logistics Coordinator plays a pivotal role in the success of CIEE’s college Study Abroad Enrollment Advising department, ensuring the accuracy and completion of administrative processes critical to students’ ability to study abroad. This role works closely with the student-facing pre-departure advising team to prioritize and complete operations work requests and identify overall process improvements. The Logistics Coordinator also works with program participants to ensure completion of required tasks with periodic program advising responsibilities. This role will work partially in person at the CIEE office and remote.

What you’ll do:

• Manage Enrollment database, including maintenance of study abroad application information, creation and set up of new Programs in the database, editing and building new application tasks, updating program dates, etc.

• Process students’ application documents (e.g. transcripts), which includes the scanning, uploading, and filing (electronic and physical) of materials both in the South Portland, Maine Office and remote.

• Manage student enrollments with CIEE’s insurance provider and liaise with the iNext staff to ensure accuracy.

• Participate in the processing of visa documentation for study abroad: edit, organize, and produce mailings of visa documents to assist Study Abroad Advisors.

• Manage the pre-departure material and document editing/posting process and liaise with Study Abroad Advisors and Onsite Program Staff.

• Maintain documentation on Operations processes and procedures.

• Manage Enrollment Advising department calendar and communicate deadlines to department.

• Manage/monitor the general department email inbox.

• Support Student Advising staff as necessary during times of high volume, such as reviewing applications, medical forms, etc.

• Communicate with participants to collect required pre-departure tasks and track task completion.

• Support larger Enrollment team with SOP creation and revision Data entry and report generation as needed.

• Other duties as assigned.

What you’ll bring:

  • Bachelor’s degree.
  • Personal Study Abroad or International experience recommended.
  • Strong administrative and organizational skills, meticulous attention to detail, and ability to work on multiple projects simultaneously while adhering to deadlines required.
  • Experience in an administrative role required.
  • Must have strong problem-solving skills and demonstrate an active interest in streamlining and improving work processes.
  • Must be a team player and self-starter able to exercise sound judgment on time-use and the handling of sensitive materials.
  • Ability to plan for and manage multiple tasks and priorities simultaneously required.
  • High tolerance for ambiguity and the flexibility necessary to respond quickly and appropriately to changing circumstances and priorities required.
  • Strong project management skills with the ability to set and drive logistics related deadlines for the larger Enrollment department.
  • Advanced skills with Word, Excel, and Adobe Acrobat — ability to learn new software preferred. Familiarity with Salesforce and SharePoint ideal.
  • This position will support Study Abroad Advisors from time to time and requires an interest in working directly with students.
  • Must be willing and able to travel domestically in support of CIEE Study Abroad programs on occasion (1-2x/year). This role is split between office-based in Portland and remote.

Location Requirements: The position is available to applicants in Portland, Maine ONLY.


Diversity Matters:

CIEE believes that diversity matters and that professionals with diverse backgrounds provide diverse approaches and ideas to solving problems and finding ways to advance our mission to bring the world together. Candidates from underrepresented groups with diverse backgrounds and experiences are strongly encouraged to apply.

Due to federal regulations a background and reference check will be conducted as a condition of employment.

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