Assistant Director of Study Abroad for Belmont USA

The Assistant Director for Belmont USA leads, manages, and facilitates domestic “study away” semester experiences and faculty-led, short term student learning initiatives, including programs in New York City and Los Angeles (Belmont NYC & LA), Washington, D.C., Oregon, Belmont in Hollywood, The Disney College Program, and other U.S. destinations. This position collaborates closely with the Office of Study Abroad and directly reports to the Director of Study Abroad & Belmont USA.

Responsibilities include oversight of all aspects of the learning and living experience in the Belmont USA programs; management of the application, selection, and enrollment process; coordination of pre-departure, re-entry, and campus-wide orientations; and assistance with the development and implementation of marketing and recruitment for domestic programs.

Leadership, oversight, and supervision for Belmont USA:

• Responsible for all aspects of program design, development, execution, and operation for all Belmont USA programs;
• Supervise and evaluate all Site Managers for Belmont USA programs. Facilitate their goal development and monitoring.
• Communicate regularly and conduct weekly staff meetings with Site Managers through multiple avenues;
• Ensure structures and protocols are in place to facilitate the safety, well-being, learning, and engagement of all Belmont USA participants;
• Proactively manage any emergency situations that arise with regard to the student experience at Belmont USA sites (hospitalizations, natural disasters, Title IX issues, etc.) including handling inquiries from parents as appropriate.
  In coordination with the Site Managers, create and continuously enhance crisis management plans for each Belmont USA site.

Facilitate Belmont USA application and recruitment processes:

• Coordinate application process and selection for study away programs, including providers and other partner/employer(s), and also faculty-led, short-term domestic programs;
• Gather and organize student applications, including confirmation of student eligibility, participation in selection, and notifying students of status;
• Coordinate all aspects of the interview process, including booking space, preparing interview materials, confirming accommodations for Site Managers, and maintaining interview schedule;
• In coordination with the Site Managers, oversee aspects of student housing for all programs, including single-room accommodations, reviewing roommate surveys in JotForm, assigning roommates, communicating move-in/out information to students, and securing housing agreement;
• Facilitate in-person pre-departure sessions;
• Meet with prospective students individually about program options and faculty-led initiatives;
• Utilize Terra Dotta software for all program and application management;
• Occasional travel to program sites for student move-in orientation, site visits, alumni events, etc.;
• Organize, engage, and oversee the Belmont USA Ambassador program and Belmont USA student assistant(s).

Domestic Program Budget Management:

• In coordination with the Study Abroad Budget Manager, manage and monitor student accounts for semester and short-term domestic programs, including communication and partnership with Student Financial Services regarding program fees, scholarships, and paying vendors on behalf of the students/programs;
• In coordination with the LA Site Manager, plan and manage the Belmont in Hollywood budget
• Coordinate payment to NY/LA on-site adjunct professors and housing providers, process expense reimbursements, and other faculty/staff travel reimbursements.

Course Advising:

• Input domestic program course information for semester and short-term programs into Classfinder, providing information to Student Financial Services as needed;
• Review student’s DegreeWorks and advise students regarding course selection. Provide students with advising notes from JotForm;
• Ensure students provide a correct list of courses for review prior to registration;
• Meet with faculty, chairs and deans to relay information about domestic programs, discuss potential in-person and online courses, advocate for overrides into online courses, facilitate course approvals for provider programs, etc.; Issue and/or oversee overrides for all applicable online courses;
• Communicate with academic chairs and adjunct professors if in-person course minimums will be met;
  Perform post registration audit for all accepted students’ DegreeWorks and correct any issues identified

Communication and Marketing:

• Organize and host information sessions and panels, including all logistics related to calendar planning, booking space, submitting WELL Core requests, and creating marketing materials;
• Assist in the planning and coordinating of campus fairs, provider campus visits, organize and coordinate delivery of pre-departure sessions for selected students and participate in all campus-wide student informational opportunities;
• Develop, distribute, and maintain domestic program informational and promotional materials (print and web);
• Routinely inform students, parents, academic units about opportunities available for Belmont students (phone calls, emails, walk-ins, etc.);
• Serve as liaison with Belmont faculty and administration regarding domestic programs (i.e., Student Financial Services,
• Dean of Students, Registrar, Residence Life, Admissions and Health Services).

Develop New Belmont USA Programs:

• Ideate, conduct market research, and undertake feasibility analysis for consideration of all new Belmont USA programs;
• Work with faculty, academic leadership, and other stakeholders to envision, assess and propose new Belmont USA programs that meet a need;
• Plan for all academic, professional, and operational aspects of any new Belmont USA programs.
  

Reporting Requirements:

• In coordination with the Provost’s Office and other campus partners, submit New York State’s Permission to Operate annual report and accompanying data workbook, and subsequent five-year renewal application;
• In coordination with the Provost’s Office, submit data for NC-SARA annual reporting;
• Support Director of Study Abroad and Belmont USA with monthly AchieveIt goals and reporting;
• Facilitate the end of semester survey JotForm, summarize, and disseminate
  results to leadership;
• Other duties as assigned by the Director of Study Abroad and Belmont USA.