Administrative Coordinator, Registration in Remote at CIEE Inc

Position: Administrative Coordinator, Registration
Reports to: Registration, Study Abroad
Department: Associate Registrar / Registrar
Location: Remote, USA

Who we are:

CIEE is a non-profit 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 with 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 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 30 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 almost 80-year-old mission to make the world a more peaceful place.

Who you are:

The Administrative Coordinator, Registration is responsible for managing the day-to-day management, creation of academic records, applying all grade changes, and assisting local site teams and faculty with entering grades. Oversees the centralized grade processing workflows as well as assisting the Associate Registrar / Registrar with monitoring missing grades, incomplete grades, adverse grades, and other grade reviews as needed.

The Administrative Coordinator, Registration is an important member of the CIEE Registration team, troubleshooting issues with end of program processes, assisting with grade appeals, and maintaining accuracy in all records. The AC also supports the Registration team with analysis, reporting, and maintenance of registration and final grade data and data collection tools and is responsible for providing administrative support to the Registrar, Associate Registrar, and Registration Managers daily.

What you’ll do:

Grade Delivery, Courses, and Registrations

• Create and manage the development of CIEE course guides and grading trackers for completion by Registration Coordinators for all CIEE worldwide sites.
• Assist in the development and dissemination of weekly grades mailings to homeschools.
• Generate enrollment verification letters and requests for student attendance documentation, including homeschool enrollment verification requests.
• Assist with management of Salesforce Course Request and Registration System(CRRS) course offerings, student registrations, and grade reports for Study Abroad, Faculty-led and Customized (FAC), and other business lines offering college credit programs.
• Organize and produce mailings of direct-to-student documents, certificates, and graded work.
• Serve as the primary liaison between CIEE Registration and Parchment, Inc, electronic transcript provider, maintaining constant communication with the Parchment account manager.
• Provide feedback to the Registrar on future Parchment, Inc. contract renewals, occurring on a three-year rolling basis.

Reporting and Data Management

• Processing of registration materials, grade reports, and transcript requests.
• Develop and maintain a process for tracking student grade appeals and inquiries, serving as the main point of contact with program participants.
• Schedule the timely review of all submitted grade appeals, follow up with local site teams regarding questions and issues, and draft correspondence regarding final adjudication status with all required parties.
• General clerical duties including but not limited to filing, photocopying, and the generation of letters and registration-related documents.

General Administrative

• Maintain the confidentiality of student academic records in accordance with the regulations of the organization related to higher education, the General Data Protection Regulations (GDPR), and the Family Educational Rights and Privacy Act (FERPA) .
• Responsible for coordinating team SOP development and yearly maintenance.
• Communicate with students, study abroad advisors, parents, and CIEE staff via phone and email, as related to position responsibilities.
• Management of the shared Registration email inbox.
• Manage all incoming requests for copies of course syllabi/course descriptions.
• Manage document archives and processes.
• General clerical duties including but not limited to filing and photocopying.
• Participate in virtual meetings—individual, team, and/or cross-departmental--via Zoomand/or MS Teams.
• Exercise good judgment, consideration, and discretion in addressing problems and questions that arise with students, parents, homeschool advisors, and CIEE staff.

What you’ll bring:

The ideal candidate will possess:

• Education - Bachelor’s degree required.
• Work Experience - A minimum of 1-2 years of work experience in an administrative and/or customer-service-oriented field. Experience working in higher education administration, particularly within a college or university Registrar’s or study abroad office preferred.
• Administration - Must have strong organizational and administrative skills and exceptional attention to detail.
• Time Management - Must have the ability to plan for and manage multiple tasks and priorities simultaneously and on tight deadlines.
• Customer Service - Must have exceptional customer service and interpersonal skills, and a collaborative work ethic. Must be able to exude empathy and control in person, over the phone, and in email.
• Communications - Excellent written and oral communication skills required.
• Technology - Advanced skills with Word, Excel, and Adobe Professional, and ability to learn new software required. Must know how to set up mail merges and how to format spreadsheets and documents. Must be comfortable learning new databases and technology.
• High tolerance for ambiguity and the flexibility necessary to respond quickly and appropriately to changing circumstances and priorities are required.

CIEE believes that professionals with varied backgrounds bring unique approaches and ideas to solving problems and advancing our mission to bring the world together. Qualified candidates from underrepresented groups are strongly encouraged to apply.

Due to federal regulations and CIEE policies, a background check and education and employment verification will be conducted as conditions of employment.