Status: Full-time, exempt
Schedule: 37.5 hrs./week, M-F, 8.30a.m. – 4.30p.m, including occasional evening and weekend work based on seasonal business needs/position requirements.
Note: This is an exempt position, and due to the time difference between Chicago and the Centers, there may be a need to work outside of core hours. Early-morning hours may be necessary on occasion.
Reports to: Director, Academic Process Specialist Team
Direct reports: 2-4 APS/APC reports
Start date: ASAP
Location: Chicago, IL, USA (hybrid)
About Us:
IES Global is a not-for-profit study abroad and internship provider dedicated to transforming the lives of nearly 10,000 students annually through unparalleled study abroad experiences. From our headquarters in Chicago, we offer 400+ programs in 85 locations worldwide, partnering with 500 colleges and universities to create authentic educational experiences that exceed expectations.
IES Global comprises a collective of brands including IES Abroad, IES Internships, Customized & Faculty-Led Programs, and the Study Abroad Foundation (SAF). We champion meaningful academic and cultural education, integrate diverse perspectives, prioritize student health and safety, and strive to better the world through our Global Good Commitment.
For nearly 75 years, we have been a trusted leader in global education, committed to diversity, equity, inclusion, and anti-racism. We actively recruit underrepresented students and provide millions in scholarships each year, celebrating a diverse student body that reflects the vibrant cultures we engage with. Our commitment extends to our diverse team, fostering an inclusive, welcoming workplace where talents from various backgrounds collaborate and grow.
Join us at IES Abroad and become part of a community dedicated to creating global leaders and life-changing experiences.
Summary of Position
The Manager, Academic Processes’ primary responsibility is two-fold: Departmental process management oversight and communication; and supporting their direct reports. The Manager works to ensure the APS team is providing high quality service to our internal and external constituents. This includes ensuring the APS team provides accurate and timely responses to internal departments, center staff, as well as on-site students and parents. The Manager oversees department processes and effectively communicates relevant and important information to keep other departments aware of timelines and statuses. The Manager must be proactive, an effective communicator, diplomatic, and have strong systems in place to provide transparency and oversight to the core processes owned by the APS team.
The Manager, Academic Processes manages a small team of Academic Process Specialists/Coordinators (APS/APC). The Manager, Academic Processes retains APS specific duties for one cluster. The APS team is responsible for working directly between the international center and the headquarters office, maintaining, and updating critical academic information as it relates to each program.
The Manager is responsible for training and supporting their direct reports, overseeing the day-to-day work of their direct reports, and providing first-line support with any escalated issues. The Manager oversees day-to-day operation, cyclical project work/deadlines, and other special projects as needed.
Team & Process Management and Oversight
Process Management:
- Oversees and communicates with internal and external constituents regarding team processes including but not limited to predeparture guides, program fees, program dates, website updates, etc.
- Communicates relevant and important timelines with assigned team members and other departments and routinely provides status updates & feedback.
- Ensure timely and quality completion of key deliverables on behalf of the APS team; escalate appropriately to Director when barriers or delays may occur. Present solutions and recommendations to alleviate any delays.
People Management:
- Train and support APS direct reports.
- Provide feedback and recommendations to Director, APS team regarding team cohesion, communications, and effectiveness.
- Manage escalation of student or parent issues of direct reports.
- Ensure daily operations and cyclical projects are executed within appropriate timeframes.
Systems and Program Information Management
- Train APS staff on proper use of IES Abroad IT systems and public website functions
- Ensure accurate programmatic information is in materials, including public website, pre-departure guides, program fees, and other departmental resources
Interdepartmental Communication/Coordination
- Coordinate APS responsibilities and needs with Advising, Marketing, GEM, Student Affairs, and Center staff.
Institutional Knowledge & Training
- Maintain and improve training material for the Academic Process Specialist team.
- training to direct reports as needed.
- Perform Human Resources responsibilities in conjunction with Human Resources and IES Abroad policy.
- This includes performance management, conducting reviews, setting goals, providing coaching and guidance, dealing with discipline and grievances, recruitment, and selection, and issuing and collecting HR documentation.
Academic Process Specialist Responsibilities
Center/Academic Programming Administrative Support:
- Maintain accurate and up-to-date information about assigned programs on program websites, pre-departure guides, and among cross-departmental groups, including academic offerings, housing options, field trips, program fees, and program dates.
- Serve as a liaison between Chicago HQ and Centers for unique questions/outliers.
- Provide support to Center staff on technology, publications, deadlines, and compliance with Chicago policies, with guidance from Director and AVPs.
- Communicate important changes or developments at overseas Centers.
- Answer program-related questions from IES Abroad Chicago departments, students, parents, and university study abroad representatives.
- Serve as Center historian: maintain accurate records of programmatic, academic, and other relevant changes.
- Provide technical support and training on academic systems and timelines/processes to students and staff as needed (language assessments, Atlas, etc.).
- Review grade reports to check for discrepancies, report anomalies to the appropriate approver (AVP or CCD) and approve grade reports.
- Field all requests for grade appeals, forward appeals to the CD for review, draft and send responses, and keep an updated file of the results of all appeals.
- Assist in the planning, budgeting, communication, preparation of materials, and tracking of curricular initiatives, familiarization trips, departmental retreats, CD meetings in Chicago, and other departmental and Center events and projects.
- Other special projects as assigned.
Other Administrative Support
- Coordinate implementation and execution of designated processes between the Academics department and Centers abroad.
- Collaborate with departments to facilitate and/or improve the planning, implementation, and execution of designated Academic processes.
- Serve on Academic task forces and initiatives as needed, serving as a rapporteur, and drafting reports as assigned.
Additional:
- Any other task or duty as assigned or required.
- Regular and predictable attendance is an essential function of this position.
- Other tasks and/or department projects to support strategic initiatives as assigned.
Experience& Qualifications/Skills:
- 3-5 years of Process/project management experience is recommended for this role
- 3 + years experience coaching, mentoring, or overseeing processes/projects for others a plus
- 3+ years’ experience in an administrative support role, or comparable experience
- Excellent computer skills including, but not limited to, webpage content management, Microsoft Office, and data management.
- Excellent interpersonal, written, and verbal communication skills with a demonstrated ability to run/lead meetings
- Excellent organizational, record-keeping, and problem-solving skills with a demonstrated ability to organize and prioritize multiple projects simultaneously and to meet deadlines
- Strong attention to detail with the capacity to distill complex processes and deadlines into clear and effective steps
- Strong self-direction and initiative skills
- Experience working in a global context
- Takes responsibility for actions, results, and mistakes
- Ability to work both independently and as a team player
- Ability to be flexible and adaptable in a changing environment
- Ability to maintain a positive can-do attitude even during stressful situations
- Ability to cooperate with all stakeholders
- Ability to exercise sound judgment when handling a variety of issues
- Act in a professional manner at all times
- Commit to and demonstrate values and promotion of diversity, equity, inclusion, and anti-racism.
Additional Information
- Experience living and / or working or studying abroad desirable
- Background or experience in cross-cultural communication in a professional setting a plus.
Education, Licenses and/or Certifications:
How to Apply:
All applicants should submit an application including cover letter, resume, and salary requirements by clicking 'Apply' at the top of this page.
Please visit www.IESabroad.org for more information about working at IES Abroad. If you require an accommodation with the application process, please email us: IESAbroad-Careers@iesabroad.org.
Equal Opportunity Employment:
IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employee's abilities and promoting workforce diversity.
We are proud to be an equal opportunity employer, and do not discriminate against any applicant on the basis of race, color, ancestry, sex (including pregnancy), age, national origin, citizenship, religion, marital status, disability, sexual orientation, gender identity and/or expression, veteran status, and/or any other status protected by applicable laws.
