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AHA Program Coordinator--Administration - Archive
International Affairs

Posting: 13441
Location: Eugene
Closes: 2014-01-27

To ensure consideration, please submit application materials by 5:00 p.m. on November 19, 2013

Salary: $37,000 to $41,000 (Annual)

AHA International at the University of Oregon Office of International Affairs invites applicants for one full-time (1.0 FTE) AHA Program Coordinator--Administration.  This position is a fixed-term appointment for one year with annual renewals.

The Office of International Affairs (OIA) is comprised of a central administrative team and five programmatic units (International Student and Scholar Services, Study Abroad, AHA International, the Mills International Center, and the Global Studies Institute, which supports seven direct-reporting research centers and programs, and manages collaborative linkages to internationally oriented research, teaching, outreach, and programming units across campus.  The Office of International Affairs is charged with coordinating University-wide international strategy and programming, offering programs and services for international students and faculty, and administering study abroad programs and exchanges. 

Through the efforts of the Study Abroad staff, over 1200 UO students study or participate in internships abroad annually, joining one of over 190 programs in more than ninety countries.  About 25% of UO undergraduates study abroad sometime during their tenure at the UO. 

AHA International is a subsidiary academic program of the University of Oregon, which provides study abroad opportunities to students and faculty from the University of Oregon as well as 23 other partner universities in the Pacific Northwest and the Midwest.  It operates programs at 17 sites on every continent.

The Mills International Center, a meeting and gathering space in the central-campus student union, hosts some 18,000 students, faculty and community members a year who attend international events, watch international news and other international broadcasts, read international newspapers, use the extensive travel library, and avail themselves of a comfortable informal gathering place for people from around the world.

General Description of Duties

Under the supervision of the Program Manager and the Executive Director, this position is responsible for coordinating all administrative aspects of the AHA Program Management team; coordinating an assigned portfolio of study abroad programs; advising students; assisting in the development of new programs that operate viably and contribute to the overall financial success of AHA; ensuring that programs are well aligned with student and partner university interests; and maintaining a level of academic quality abroad that mirrors the University of Oregon’s on-campus standards.  This position reports to the AHA Program Manager.

Specific Duties


Coordinate the administrative functions of AHA's Program Management team.

Coordinate direct enroll programs.  This suite of programs is subject to change based on student enrollment and staffing needs.

Collaborate with AHA overseas staff and institutional partners to ensure that overall program quality is continually maintained and improved.

Under the leadership of the Program Manager, develop systems for organizing, maintaining, and editing unit materials (budgets, syllabi, handbooks, etc.) to ensure consistency for all internal and external uses.

Coordinate the visiting faculty selection and review process; including managing all aspects of the Studio Abroad online application system for visiting faculty, communication with partners and faculty on the selection process, and updating and distributing related materials.

In collaboration with the Executive Director, Program Manager, and the Administrative Assistant, coordinate the AHA Faculty Advisory Board (AFAB) activities and review process.

Coordinate and make recommendations on the administrative and organizational functions of the Program Management team, including: visiting faculty handbooks, forms, record retention, and course discipline charts.

Develop, edit and maintain text for the website and online application system; ensure accuracy and consistency of information across all programs.

Monitor health, safety and security notices from the Overseas Security Advisory Council (OSAC) and the U.S. Department of State.

Coordinate AHA’s Clery Act reporting responsibilities.


Collaborate in the development of student-related organizational policies, procedures and objectives.

As assigned, collaborate with site staff, Program Management team, Student Services Coordinators and campus contacts to resolve student and faculty issues that arise on-site.

In collaboration with the Student Services Coordinators, advise students regarding appropriate program selection taking into account student’s academic background, interests, goals and qualifications; guide students through the application and pre-departure processes and visa requirements.  Advise them on what courses to take and the application of credits for study abroad programs. 

Cross-train with Student Services and Campus and Partner Relations teams to ensure integration of all AHA services from student recruitment to application to program participation and reentry.


Review faculty and site director reports, grade summaries, and student evaluations; coordinate the distribution of reports and evaluations to campuses as requested; identify and address issues and/or problems as appropriate and in collaboration with site directors and Oregon staff.

Under the leadership of the Program Manager and Executive Director, collaborate in designing and implementing initiatives and projects related to program assessment and evaluation.


Facilitate the preparation and participation of visiting faculty in AHA programs; assist in their pre-departure orientation; update faculty handbooks as needed; coordinate the distribution of course information; coordinate the purchase and distribution of course materials; with the finance team, facilitate the reimbursement of travel expenses.

Coordinate faculty travel to AHA sites as requested.

Coordinate the purchase of textbooks and other course materials as requested.


In collaboration with the Program Manager and Executive Director, assist with development opportunities at new and existing sites, including faculty-led and customized programs; research and develop new programs and services to expand AHA’s range of options and market share, in coordination with marketing and student services areas.

Under the leadership of the Program Manager and the Executive Director, collaborate in designing and implementing initiatives and projects related to competitive analysis of programs similar to AHA offerings.


In collaboration with Program Manager, Campus and Partner Relations team, and Student Services team: 

o   Monitor program enrollments and address enrollment goals and challenges to achieve maximum program participation.

o   Design and implement an enrollment monitoring system to facilitate weekly analysis of AHA applications and enrollments, and to project future program enrollments.

As requested, attend industry conferences and study abroad fairs; visit faculty, academic departments, and international program offices at affiliated institutions for purpose of program promotion, recruitment and networking.

As requested, travel to and participate in campus partner meetings and campus visits; facilitate the implementation of campus partner objectives; orient faculty to their teaching assignments; develop and maintain relationships for AHA with faculty, staff, and administrators on partner campuses.

Required Qualifications:

  • Master’s degree, international focus preferred

  • Three years' prior work experience in the field of study abroad

  • Experience living, working or studying abroad

  • Demonstrated excellent written and verbal communications skills

  • Demonstrated ability to build and maintain effective relationships

  • The successful candidate will have the ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.

  • The ability to effectively manage competing priorities

Preferred Qualifications:

  • Familiarity with Studio Abroad software

  • Demonstrated experience in international academic program development and management, including budget management

  • Ability to speak one or more languages, in addition to English, relevant to current and/or projected AHA programs

  • Experience serving the needs of diverse populations, and the ability to support and enhance a diverse learning and working environment

Application Procedures:

Please submit the following documents, in the following order:

  • A cover letter outlining your qualifications for this position. 

  • A detailed resume or curriculum vitae

  • Contact information for two references who are able to evaluate your qualifications for this position (please, no letters of recommendation)

  • Responses to the following supplemental questions:

  1. Please provide a specific example of your experience working with multiple stakeholders (faculty, administrators, students and/or alumni) under tight deadlines to complete a project.  (750 words maximum)

  2. Describe your international experience and how it applies to the stated job description.  (500 words maximum)

To ensure consideration, please submit applications materials by 5:00 PM on November 19, 2013.  This position will remain open until filled.  The finalist for this position must complete a criminal background check.  

Electronic submissions are preferred and should be sent be sent via email as one single PDF or Word document (in the order noted above) to Janis Brew at intlaffjobs@uoregon.edu.

Paper applications can be sent to:

Janis Brew, Business Manager

Office of International Affairs

University of Oregon

5209 University of Oregon

Eugene, OR  97403

The University of Oregon has over 20,000 undergraduate students and approximately 4,000 graduate students.  Of these there are 4,296 U.S. students of color and over 2,000 international students. The university has an institutional commitment to diversity and multiculturalism, and actively supports this goal.  The UO is known for its spirit of cooperation and collaboration, and for its ability to provide a variety of personal and professional opportunities that make a difference.

The University of Oregon is located in Eugene, Oregon, home to more than 155,000 people and Oregon’s third largest city. Within only a few hours’ drive are the ocean beaches, lakes, rivers, forests, high desert, and the Cascade and Coast mountain ranges.  The Willamette River runs through the heart of the city and joins the McKenzie River north of town.  Mild winters, long growing seasons and few drastic weather changes are characteristic.  Eugene has a high percentage of professionals, including doctors, lawyers, architects, and educators, and is home to the Hult Center for the Performing Arts, which regularly hosts the Oregon Bach Festival, the Eugene Symphony, the Eugene Ballet, and the Eugene Opera, among other cultural offerings.

The UO is an equal opportunity, affirmative-action institution committed to cultural diversity and compliance with the Americans with Disabilities Act.