Job Details

University of the Incarnate Word
  • Position Number: 1825903
  • Location: San Antonio, TX
  • Position Type: International Programs

European Study Center Liaison

UIW Mission

Position Summary
The European Study Center Liaison's primary role is to serve as the main recruiter for the University of the Incarnate Word's (UIW) European Study Centers (ESCs), located in Heidelberg, Germany and Strasbourg, France. The secondary role of the Liaison is to serve as the administrative conduit between UIW and the ESC's academic and administrative team, facilitating the alignment of strategies, objectives, active communication, and future initiatives. This role is based out of UIW's campus located in San Antonio, Texas. This role reports to the UIW Director of International Affairs and may supervise student volunteers or ambassadors. This role ensures compliance with all associated policies, rules, and regulations.

This position is considered a Responsible Employee under Title IX federal regulations and Mandatory Reporter under Texas state law and The UIW Sexual Misconduct Policy. As a Mandatory Reporter this position requires you as the employee to promptly report any incident that you witness or receive information about violating Title IX. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.

Essential Functions

Job Duties
-Actively recruits students from academic institutions, including UIW, to increase participation in the European Student Centers (ESCs);
-Supervises and collaborates with the European Study Center Liaison to ensure recruiting objectives and goals are met;
-Provides customer service oriented, student-centered guidance and counsel based on individual circumstances, preferences, etc. and in compliance with all associated policies, rules and regulations;
-Identifies service improvement opportunities that will enhance guidance/counsel delivered;
-Academic and general advising & counseling may include:
-Presenting and advising prospective students for the ESCs academic program through group presentations, institutional visits, individual meetings, email and phone, assisting them to choose appropriate course options based on requirements, course offerings, and academic preparation;
-Providing complete admissions instructions and resources to outbound students regarding the European Study Centers (ESCs) study abroad policies and helping them prepare for their experiences abroad;
-Guiding and directing students to the appropriate UIW and/or ESCs support offices and administrators in order to help students address issues such as accessibility, health and mental health, safety, identity and diversity, financial considerations, academic progress and conduct records;
-Participating in student conduct meetings and appeals panels;
-Responding to questions from parents/guardians and campus partners, as appropriate;
-Continuing to provide advising services to students abroad and counseling returnees on reentry issues, campus activities, volunteer opportunities, and career options;

-Maintains the online application system and provides assistance to students;
-Contacts, schedules, and implements visitations with potential and current partner universities, institutions, organizations, and third party providers for the purpose of recruiting students and increasing participation at the ESCs;
-Establishes MOUs or agreements with universities, institutions, and/or third party providers aimed at increasing participation at the ESCs;
-Gathers, summarizes and reports the online application status of ESCs participants;
-Submits weekly, monthly, quarterly, and yearly reports of applicants who have participated in the ESCs program;
-Researches, analyzes, and contacts potential partner universities, institutions, organizations, and third party providers for the purpose of recruiting students and increasing participation at the ESCs;
-Leads the collaborative and creative process of new program or special program development with potential partner universities, institutions, organizations, and third party providers for the purpose of recruiting students and increasing participation at the ESCs;
-Updates the UIW and the ESCs team of new or special programs;
-Leads promotional activities aimed at informing students, parents, faculty, deans, and staff regarding the ESC application application, process, course offerings, faculty-led programs and current/future programs;
-Coordinates with the ECSs team in reviewing UIW and non-UIW student admission application status and helps to determine admission decisions to the programs;
-Helps to set, monitor, and disseminate conditions for admissions, process confirmation forms and complete program approval forms;
-Oversees the maintenance of accurate student records;
-Presents and co-develops with the UIW Intl Affairs team to implement strategic plans and contributes to the administrative process by reviewing existing practices and recommending enhancements and improvements

-Main role of maintaining and the continuous improvement of the online application system;
-Leads social media sites to reach target audience;
-Leads and helps to implement technology ensuring the effective and accurate process of ESCs admission applications;
-Identifies improvement opportunities in regard to technology that will better enable advising and promotional programs to achieve its goals and objectives;
-Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, resource, service, etc. components;
-Recommends changes and enhancements to leverage technology to best serve the greatest number of students as effectively as possible;
-Serves as the primary staff member for the ESCs data collection and analysis;
-Leads the effort to compile and analyze data from the ESCs bi-weekly, quarterly, annual, and 5 year (2020) reports

Marketing/Public Relations
-Leads promotional efforts at UIWs main campus by collaborating with UIW departments, faculty, student groups, and various campus units to promote the ESCs;
-Strengthens existing partnerships with established institutions by providing outstanding service and resources;
-Develops new collaborations within UIW and establishes new partnerships to increase participation;
-Implements consistent marketing and brand messages regarding resources and services;
-Creates, updates and maintains state-of-the-art website, social networking site, chat rooms, etc. that describe, highlight and explain resources and services;
-Creates, edits and proofreads print and Web informational materials regarding assigned programs and special projects;
-Leads and oversees the social media and networking into program aspects as appropriate;
-Oversees the development of a comprehensive social media strategy to increase visibility and student engagement;
-Implements and manages social media programming;
-Experiments with new and alternative ways to leverage media presence and marketing activities;
-Conducts research on effective marketing techniques; maintains data on impression counts for each type of media utility;
-Reviews market trends and best practices to recommend future plans to increase program resources, services, value, and participation;
-Implements informational sessions and campus visits

-Develops, plans and arranges promotional programs meetings, workshops, training, events, study abroad organization visits, information sessions, etc. designed to provide information, promote resources, and to build internal and external relationships;
-Reviews the program and recommends changes to increase value, resources, and participants;
-Leads program/project updates and improvements;
-Ensures the program/event details including communication, venues, presenters, travel arrangements, materials, and technology are arranged and completed in an appropriate and timely manner;
-Continually assesses the program, reviewing program evaluations and following up with students and programs as needed;
-Prepares and presents new program proposals to the Director of Intl Affairs;
-May travel to the ESCs and/or other locations, as needed, to participate in study abroad fairs and meet with the on-site partner representatives

-Assigns, delegates, and supervises projects to the student volunteers and ambassadors;
-Leads communication efforts of staff meetings and team meetings with UIWs International Affairs Department and the ESCs.

-Performs other duties as assigned

Knowledge Skills and Abilities
-Multi-tasking skills enabling the prioritization of various projects and meeting deadlines;
-Existing technological competence and eagerness to learn new systems for quick implementation;
-Excellent understanding of academic courses and requirements;
-Excellent interpersonal skills;
-Ability to advise with sensitivity, including providing appropriate referrals, maintaining confidentiality, and handling sensitive matters with tact and discretion;
-Up-to-date passport and able and eligible to travel domestically and internationally;
-Excellent oral and written communication skills;
-Excellent multi-tasking abilities;
-Strong computer skills;
-Attention to detail;
-Ability to travel 80% of the time;
-Ability to work effectively with individuals from diverse communities and cultures;
-Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.

Required Education

Required Work Experience
-At least one (1) year of living and/or working overseas and/or comparable experience;
-Minimum of three (3) years working as a study abroad advisor or study abroad recruiter

Preferred Qualifications
-Ph.D. in a related field (i.e., International Relations, Education, International Business, Management);
-Student admissions and recruiting experience;
-Study Abroad experience;
-Oral and written skills in Spanish and German;
-Strong data management skills and experience with study abroad application and database systems;
-Demonstrated ability to organize, plan and market events;
-Ability to handle complex projects and work independently to follow them through to completion;
-Familiarity with regional and national education in Germany and the U.S.;
-Knowledge of current health, safety, and security issues, as they affect students abroad, specifically in Germany

Required Certifications, Licenses or Registrations
-Valid Texas drivers license with the ability to be insured through UIWs vehicle insurance carrier;
-Valid passport for international travel, with the ability to travel internationally due to recruitment purposes

Work Hours
-The European Study Center Program Liaison is required to work evening and weekend events throughout the academic year to participate in advising and outreach activities on other academic campuses and oversee UIW campus promotional campaigns, when available; -The position requires the Liaison to be based on UIWs main campus in San Antonio, Texas and entails at least 80% domestic and international travel to off-campus meetings, study abroad fairs, presentations, professional conferences, and international study sites.

Physical Demands

Posting Number: AS875PO
Job Type: Full Time
Job Category: Administrator (exempt)
Desired Start Date: 11/18/2019
Position End Date (if temporary):
Reports To: Director of International Affairs
Open Date: 10/24/2019
Close Date:
Open Until Filled: Yes

Special Instructions to Applicant

To apply, visit

UIW is committed to a policy of equal opportunity in employment, without regard to race, color, national origin, disability, genetic information, veteran status, sex, gender, age, or religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).

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