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Kansas State University

International Program Manager

Division of Continuing Education
International Program Manager

Position Description
May 2013

Go Teacher is an English language and teaching methodology project established by the Ecuadorian Government to develop English teachers. Kansas State University (KSU) serves as the lead institution and manages project implementation both on campus and in collaboration with partner institutions selected by KSU. The objective of the program is to enhance the proficiency of English and develop teaching methodologies in English language teachers from Ecuador. KSU serves as the lead institution and as such accepts scholars on campus, selects partner institutions and oversees the program with selected partner institutions in the United States.

The International Program Manager serves as the central administrator for the project, serving as the point of contact for communications with Ecuador and/or designated Ecuadorian liaison as well as with each partner institution. Reporting to the Director of Conferences and Noncredit Programs within the Division of Continuing Education (DCE), this position is responsible for the day-to-day oversight of the KSU Go Teacher scholars. The position serves as project manager for the logistical coordination team at each partner institution and serves as part of the KSU implementation team.

The position works in collaboration with representatives within the Division of Continuing Education, Office of International Programs (OIP), International Student and Scholar Services (ISSS), KSU Housing and Dining Services, Lafene Student Health, Center for Intercultural and Multilingual Advocacy (CIMA), English Language Program, and other KSU and city hospitality partners to plan and implement successful cultural experiences for scholars and is responsible for open communication channels between university departments.

Project Management – 35%

  • Serve as KSU contact representative with Ecuador; negotiate and re-negotiate master contract as needed on behalf of university departments.
  • Develop a Request for Proposals (RFP) with KSU academic team, distribute to universities, receive proposals, and with KSU team select partner institutions.
  • Develop sub-award agreements for institutional partners with KSU officials.
  • Develop and monitor comprehensive project timeline across all partner institutions.
  • Facilitate and lead monthly logistical meetings with partner institutions.
  • Develop agenda and facilitate bimonthly project meetings with KSU implementation team.
  • Develop and implement logistical evaluation surveys for scholars at intake, mid-project, and exit across all institutions; summarize and write report for government sponsor.
  • Identify program needs and improvement areas; implement for project enhancement across institutions.
  • Monitor social media platforms for all institutional partners to ensure professional communications and project representation according to established operating procedures.
  • Oversee the development and testing of web forms used for data collection for students across all institutions (registration, travel, life-style, study habits, special assistance, etc.).
  • Establish pre-arrival communication timeline and templates for use by all institutional partners.
  • Submit daily scholar arrival reports to sponsoring government agency on behalf of all institutions.
  • Develop and maintain shared reporting platform for collaborating partners, monitor reports submitted and submit reports to sponsoring agency as needed.
  • Design best practices or standard operating procedures for logistics for KSU and institutional partners.
  • Serve as centralized logistical point of contact for project with government sponsor.
  • Submit departure report across all institutions to government sponsor.
  • Prepare post-event logistical summary for all institutions as part of a comprehensive program survey for government sponsor.

KSU Project Facilitation and Coordination – 35%

  • Maintain a thorough working knowledge of campus policy and procedures regarding program coordination.
  • Maintain broad knowledge of sponsoring country, their holidays and special events in order to plan special activities related to cultural sharing.
  • Produce and maintain project timelines for special projects (closing ceremony, newsletter production, cultural field trips, community engagement, ESA activities, etc) within scope of total project.
  • Coordinate arrival and departure schedules for scholars, organize shuttle service to/from KSU, communicate arrival information with university partners and facilitate campus welcome and hospitality.
  • Plan and implement services to accommodate attendees requiring special assistance.
  • Coordinate the preparation of welcome materials for visiting students and scholars.
  • Coordinate orientation schedule specific to the needs of the scholars and in collaboration with campus international orientation.
  • Organize travel arrangements and visitation schedules for sponsoring representatives traveling to the United States.
  • Attend and participate in meetings for university project leaders; report on meeting outcomes and action items as related to DCE/KSU responsibilities.
  • Collaborate with community service groups to identify scholar hospitality for special holidays such as Thanksgiving, Independence Day, Christmas, New Year, etc.
  • Coordinate with K-State’s Office of International Programs and other campus and community organizations to identify conversational buddies for scholars to enhance English skills.
  • Develop program-specific academic calendar in collaboration with academic departments and aligned with project expectations.
  • Coordinate required test of English language (TOEFL) for all KSU scholars, collaborate with academic leaders to schedule test dates as appropriate to individual English levels; coordinate transportation to/from test sites; and prepare testing information for each scholar.
  • Plan special events and tours within project budget and in collaboration with university departments, meeting the needs of all attendees including those with special dietary requirements.
  • Prepare KSU incident reports for project.
  • Coordinate exit procedures with housing and dining officials.
  • Develop and implement logistical surveys at intake, mid-program and exit; prepare post-project logistics report as required by project contract.
  • Develop and maintain procedural manual for project.
  • Develop and implement project surveys to monitor student satisfaction; recommend solutions in areas where intervention is needed for project.
  • Supervise student assistant assigned to project.

Financial Management – 15%

  • Maintain a broad knowledge of state of Kansas accounting procedures.
  • Develop overall project budget in consultation with KSU departments and DCE administration and finance unit.
  • Develop and monitor special project budgets within comprehensive budget.
  • Monitor established project budget and expenditures to ensure all KSU units remain within approved budget.

Campus and Community Communication – 15%

  • Schedule and facilitate monthly meetings for scholars based on student and campus needs; provide meeting minutes for students, campus partners and sponsoring organization.
  • Collaborate with Convention and Visitors Bureaus (CVB) and other community organizations and service units where appropriate to share project with community.
  • Promote program highlights with university in collaboration with DCE Marketing and Communication Services Office.
  • Develop and maintain effective communications among university project leaders, collaborating with university departments and participating students.
  • Provide prompt and service-oriented communications with participating students.
  • Produce newsletter and project information as needed for campus information and/or project awards.
  • Develop, edit and maintain promotional and communication materials for KSU program including website, social media, news releases, newsletters, advertisements, etc. in coordination with Marketing and Communication Services representatives.
  • Serve as a liaison between program scholars and campus/community entities pre-arrival through departure.

Required Qualifications:

  • Bachelor’s Degree
  • Two (2) years’ experience in coordinating events
  • Experience working with international audiences
  • Experience writing and producing promotional and communication materials
  • Experience in organizational and project management, including management of multiple projects and priorities simultaneously
  • Demonstrated understanding of the acculturation process
  • Demonstrated skills in budget development and spending oversight
  • Demonstrated skills in time management, attention to detail, follow up, and meeting deadlines
  • Ability to problem solve and think creatively
  • Exceptional attention to detail in written materials and financial management
  • Ability to work in diverse and changing environments
  • Ability to work in high-pressure situations with sensitivity and diplomacy
  • Strong interpersonal and teamwork skills
  • Proven record of working with minimum supervision and making independent decisions
  • Exceptional customer service skills
  • Excellent verbal and written communication skills
  • Solid demonstration of use of technology (Microsoft suite, database, teleconferencing, social networking etc.)
  • Ability to travel out of the state of Kansas and work non-standard hours (evenings and weekends)

Preferred Qualifications:

  • Master’s Degree
  • Spanish fluency
  • Experience in program development
  • Work experience in higher education
  • Experience with various educational technologies

Salary:

$43,000-48,000

To apply, send:

  • Cover letter addressing your qualifications and skills related to the position
  • Resume or curriculum vita listing education and employment history
  • Four professional references including name, address, phone number (cell number if appropriate) and email address

Send via email to: Marla Wood, doadmin@k-state.edu

and/or

Send via postal mail:
International Program Manager
Search Committee
Kansas State University
Division of Continuing Education
1615 Anderson Avenue, Ste. 101
Manhattan, KS 66502-4098

Screening of applicants begins May 17, 2013 and will continue until the position is filled.

Kansas State University is an equal opportunity employer and actively seeks diversity among its employees. Background check required.