Program Coordinator, AU Abroad

About this role

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

Operations

Time Type: Full time Job Type: Regular FLSA Status: Non-Exempt Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week) Union:

SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

Reporting to the Director of Operations, the Program Coordinator supports the advancement of the university’s Global Pledge by strengthening the systems, data, and communications that enable increased student participation in global experiences. The position plays a central role in the management of AU Abroad’s digital and operational infrastructure, with primary responsibility for Terra Dotta (CMS and website), data integrity, and reporting that informs recruitment, retention, and strategic planning efforts.

Through accessible, student‑centered communications; coordinated data and operational workflows; and timely analysis and reporting, the Program Coordinator plays an active role in shaping positive student experiences across the full lifecycle of global programs. The position supports recruitment for global opportunities, promotes student engagement and persistence, and contributes to retention by ensuring clear guidance, proactive outreach, and responsive operational support. Working collaboratively with campus partners, the role connects systems, communications, and day‑to‑day operations to institutional priorities for global engagement and student success, while exercising independent judgment, professionalism, and strong project management skills.

Essential Functions:   1.) Data and Reporting • Coordinate with campus partners—including the Career Center, SIS Abroad, and the Kogod Global Learning Office—to collect and consolidate comprehensive data on student participation in global experiences.

• Analyze, synthesize, and distribute data related to the university’s Global Pledge, producing reports used by AU Abroad leadership and university administration to assess progress toward strategic goals.

• Identify and present trends, gaps, and opportunities in student participation data to inform recruitment, access, and retention strategies.

• Prepare and submit AU’s global mobility data for external reporting, including the Institute of International Education’s annual Open Doors report.

2.) Database and Website Management • Serve as the primary liaison between AU Abroad and the Terra Dotta vendor, managing system requests and enhancements that support the needs of AU Abroad and the Abroad at AU teams.

• Maintain, update, and optimize AU Abroad websites and Terra Dotta content—including FAQs, application guidance, and instructional resources—to ensure accuracy, usability, accessibility, and alignment with recruitment goals.

• Support campus partners whose staff use Terra Dotta by providing guidance, troubleshooting assistance, and documentation.

• Coordinate with OIT and the vendor to support data synchronization between Terra Dotta and university record systems, including student account setup and maintenance.

• Continuously assess and improve system use, applying Terra Dotta to new functions and projects; provide training and support to staff to promote consistent and effective use.

3.) Program Operations • Support daily operations for designated study abroad cycles or program areas, including updating application materials and pre‑ and post‑decision content in Terra Dotta.

• Manage process‑based system tasks such as application material audits, form tracking, standard report generation, and data quality checks.

• Assist with visa‑related administrative tasks, including preparing visa letters, coordinating batch submissions, and assembling standard materials in accordance with established guidelines.

• Support academic processes related to global programs, including course registration preparation, add/drop tracking, transcript intake, and document verification.

• Maintain internal tracking tools, shared documentation, and workflows to ensure timely, accurate information exchange across the office.

4.) Student Support and Engagement • Provide front‑line support to students exploring global opportunities by responding to inquiries related to program options, eligibility, timelines, and processes.

• Offer general advising via email, drop‑ins, information sessions, and class visits; triage complex cases to Program Managers or Associate Directors as appropriate.

• Represent AU Abroad at recruitment and retention events, including admissions, orientation, and campus engagement activities.

• Proactively communicate with students to support application completion, pre‑departure readiness, and persistence in global programs.

• Draft, schedule, and distribute high‑impact communications—such as promotional emails, reminder campaigns, event announcements, and onboarding materials—to encourage participation and timely engagement.

5.) Special Projects and Administrative Support • Provide administrative and operational support for AU Abroad initiatives, including front‑desk coverage during peak periods or staffing gaps.

• Support student advising functions as needed.

• Contribute to departmental and university‑wide projects that advance global engagement, student success, and strategic priorities.

Competencies: • Acquiring and Analyzing Information.

• Prioritizing and Organizing.

• Serving Customers.

• Support

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