Job Title / Student Affairs Coordinator
Description:
Overall Purpose
The Student Affairs Coordinator is responsible for student affairs operations for all IES London students. This role works particularly closely with the following members of staff:
- Assistant Director of Student Affairs and Student Affairs & Housing Manager forming a Student Affairs team and working closely together onstudent welfare issues, housing, planning and implementing all field trips, calendars and events.
- Assistant Director ofCustomised Programmes– checking student pre-departure forms and supporting the CP team with booking field trips or orientations when needed; dealing with student welfare issues
Main Duties:
- Know and be able to carry out IES emergency plans and protocols.
- Be trained in emergency first aid and fire safety (courses provided).
Arrival & Orientation
- Assist with check-in at residences and other university housing/local accommodation for all groups(with SSAHC).
- Coordinate welcome receptions for students and faculty across all programmes, including caterings and logistics, RSVPs, etc.
- Coordinate tours of the local area around student residences and Bloomsbury, including facilities for students, such as ‘Student Central,’ and showing students how to use local transportation.
- Arrange and participate in guided sightseeing tours associated with orientation.
- Be responsible for collecting phone numbers, email addresses, etc. and completing and updating student records and communicating updates to IES intranet databases, and relevant staff in London and Chicago.
- Be responsible for updating all information pertaining to emergency information on Google drive
- Lead/accompany walking tours of the neighborhood around the residence and the academic centre.
- Be a first point of contact for students and faculty, in person, by phone and on email, in the main reception and maintain a helpful and pro-active presence at all times.
- Attend lunches and dinners provided and get to know the students.
CORE
- Be a group leader on the CORE programme, facilitating and leading small group discussions on cultural shock and adjustment issues and helping students to reflect on their experiences.
- Assist in the logistical preparation of the CORE seminars, including room bookings, guest speakers, catering, etc.
Field Trips
- Attend of field trips as a lead staff member, including some CP trips, as the schedule allows. Field trips constitute weekend work.
- Be knowledgeable of all arrangements, be ready to make changes when prudent and/or necessary, communicate with affected parties – students, drivers, guides, etc.
- Work with the SAHM to communicate clearly with students pre-departure and during the trip regarding arrangements, itinerary, changes, etc.
- Assist SAHM in the development of new field trips.
- Create field trip leader packets.
General:
- Taking the lead on absence reporting for all semester long programmes including customized programmes
- Responsible for collecting all intern and SL timesheets and logging themappropriately.
- Responsible for managing all institutional social media including posting updates to Facebook three times a week
- Responsible for the writing and distribution of the weekly email newsletter and making sure it is proofread by another staff member before sending.
- Responsible for updating Centre noticeboards and keeping information interesting, up-to-date and engaging for students (with SAHM).
- Responsible for taking photos on field trips and editing to a high standard before posting on our Facebook page or on Centre noticeboards.
- Answer the phone and the front door and provide appropriate support to all students, teaching staff, contractors, visitors, etc.
- Take the on-call phone as required (on a rota basis) – training and support provided for emergencies.
- Participate in student affairs webinars and other training
- Coordinate office safety team assignments and lead organization’s efforts in safety drills.
- Coordinate the purchase and distribution of theatre tickets for class-related theatre trips (Standard Programme).
- Organise the farewell event for the Standard Programme– book venue, coordinate menu/catering, etc.
- Take a leading role in the planning, set-up, and execution of all in-house catering. Work with other assigned staff regarding.
- Coordinate the Transport for London student discount scheme.
- Coordinate and promote Student Central membership for interested students.
- Take notes in staff meetings and produce minutes for other staff.
- Distribution of mail/packages to faculty/staff. Take responsibility for all mail issues at centre including Fed-Ex mailings, etc.
- Be trained in emergency first aid and fire safety (courses provided).
Other duties/delegated tasks
While the duties above comprise the main role of the Student Affairs Coordinator, at certain times, the post holder is also expected to complete other delegated administrative tasks assigned by any member of staff, communicating clearly your timeframe and workload to ensure it fits with their deadlines.
Examples include, but are not limited to:
- Assist Academic Programme Manager with final registration at orientation.
- Take photographs during events and ensure that they are sent to the Marketing team in Chicago and used creatively at the London Centre.
- Create new printed or electronic resources for field trips, orientation, etc.
- Improve and update the Moodle pages.
- Assist with ad-hoc projects (for example, planning a training event or faculty seminar)
- Keep the building tidy, especially the front office and public areas, and ensure it is functioning well- assist the Accounts Administrator and Building Manager with facilities issues.
- Assist Student Affairs & HousingManagerand the CP team in making bookings for trips and double-checking all arrangements
- All other projects and duties as assigned by line manager (Assistant Director of Student Affairs), Centre Director or Assistant Director of Customised Programmes