Incoming Coordinator

🎯 Role Definition

Are you passionate about fostering global connections and supporting students on their educational journey? As our new Incoming Coordinator, you will be the heart of our international student program, orchestrating a welcoming and supportive environment for participants from around the world. This pivotal role involves managing all logistical and administrative aspects of the incoming student experience, from the initial application and visa process to orientation and ongoing on-site support. You will serve as a key liaison between students, our partner institutions, and various internal departments, ensuring a smooth and positive transition for every participant. If you thrive in a fast-paced, multicultural environment and possess exceptional organizational and communication skills, we invite you to apply for this rewarding opportunity.

📈 Career Progression

Typical Career Path

Entry Point From:

Program Assistant (International Office)
Admissions Counselor
Administrative Coordinator

Advancement To:

Assistant Director of International Programs
International Program Manager
Senior International Student Advisor

Lateral Moves:

Study Abroad Coordinator (Outgoing Programs)
Admissions Officer
Student Services Advisor

Core Responsibilities

Primary Functions

Serve as the primary point of contact and lead administrator for a designated portfolio of incoming exchange students, international students, and visiting scholars.
Manage the complete application lifecycle, from processing nominations from partner universities to evaluating applications, issuing admission decisions, and managing enrollment confirmations.
Coordinate all pre-arrival logistics and communications, providing critical information on visa applications (F-1/J-1), housing arrangements, health insurance requirements, and course registration procedures.
Advise prospective and current incoming students on academic programs, course selection, credit transfer policies, and university resources to ensure academic success.
Develop, plan, and execute comprehensive orientation programs designed to acclimate new international students to the campus and local culture.
Manage and maintain highly accurate student records and application data within the university's Student Information System (SIS) and CRM platforms (e.g., Terra Dotta, Slate).
Act as the main liaison with key internal departments, including Admissions, Registrar, Student Housing, and academic departments, to facilitate a seamless student experience.
Process and track program-related financial transactions, including application fees, deposits, and health insurance payments, in coordination with the bursar's office.
Create, maintain, and regularly update pre-arrival guides, handbooks, website content, and other critical resource materials for incoming participants.
Organize and lead a diverse calendar of cultural and social programming throughout the academic year to promote student integration and community building.
Monitor and respond to a high volume of email and phone inquiries from students, parents, and international partner institutions in a timely, professional, and culturally sensitive manner.
Provide ongoing advising and support to incoming students on a wide range of academic, personal, and cultural adjustment matters throughout their program.
Assist in the development and implementation of risk management protocols, including maintaining emergency contact information and responding to student crises as needed.
Manage the visa and immigration documentation process for J-1 and F-1 students, ensuring compliance with all federal SEVIS regulations and reporting requirements.
Facilitate the mandatory health insurance enrollment process, advising students on plan benefits, waiver procedures, and how to navigate the U.S. healthcare system.
Develop and maintain strong, collaborative working relationships with a portfolio of international partner universities to ensure program continuity and growth.

Secondary Functions

Collect, analyze, and report on program data, including enrollment trends, student demographics, and participant satisfaction, to support strategic planning.
Conduct post-program evaluations and student satisfaction surveys to gather feedback and identify key areas for program improvement and enhancement.
Represent the office at on-campus events, recruitment fairs, and potentially international partner visits to promote program opportunities.
Supervise, train, and delegate tasks to student workers, interns, or volunteers who support incoming program activities and events.
Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Student Information Systems (SIS) such as PeopleSoft, Banner, or equivalent platforms.
Experience with study abroad or international student management software (e.g., Terra Dotta, Slate, Salesforce).
In-depth knowledge of U.S. immigration regulations, particularly F-1 and J-1 visa processes and SEVIS reporting requirements.
Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for data management, reporting, and presentations.
Experience with database management and generating statistical reports on enrollment and demographics.
Familiarity with web content management systems (CMS) for updating online resources.

Soft Skills

Exceptional cross-cultural communication and interpersonal skills, with a demonstrated ability to work effectively with individuals from diverse backgrounds.
Superior organizational skills and a meticulous attention to detail, capable of managing multiple complex projects simultaneously under tight deadlines.
Strong problem-solving abilities and sound judgment, with the capacity to handle sensitive student issues with empathy and professionalism.
Excellent public speaking and presentation skills, comfortable leading orientation sessions and workshops for large groups.
A proactive, student-centered approach with a strong commitment to providing outstanding customer service.
High degree of flexibility and adaptability to navigate changing priorities in a dynamic work environment.
Ability to work both independently with minimal supervision and collaboratively as part of a dedicated team.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master's Degree

Relevant Fields of Study:

International Relations / International Affairs
Higher Education Administration
Communications or a related field
Area Studies or Foreign Language

Experience Requirements

Typical Experience Range: 2-4 years of experience in international education, student services, admissions, or a related administrative role.

Preferred: Direct experience working with international students, study abroad programs, or J-1/F-1 visa advising. Personal experience studying, living, or working abroad is highly valued.