Colgate University — Off-Campus Study Advisor and Operations Manager

Colgate University

Off-Campus Study Advisor and Operations Manager

Requisition Number: 2021S118Posting
Full Time/Part Time: Full Time
Division: Dean of the Faculty
Department: Off-Campus Study

Department Statement:

The Off-Campus Study Advisor and Operations Manager is responsible for database management, budgeting processes, and marketing functions of the Office of Off-Campus Study and the Center for International Programs.
Works with faculty directors of Colgate University off-campus programs (study groups, extended study) to manage expenses for approximately 25 off-campus study programs each year, working with Concur to manage off-campus expenses, invoice payments and maintain all invoice information for billing students. This position also includes reconciling budgets.
Communicates with OCS staff and study group directors to implement Colgate and OCS accounting policies. Works closely with accounting, financial aid, and student accounts.
Manages the Terra Dotta database system, track enrollment data in study groups, approved programs and extended studies. With the OCS director, develop and manage student application processes and the student portal, and distribute enrollment data to relevant staff and faculty directors. Work with the Colgate community to use Terra Dotta for all international travel registry.
Advises extended study student applicants as well as general advising. Conduct pre-departure preparation as well as the logistical arrangements of 6-8 extended study programs (3-week programs) each year.
Coordinates print publications and online content for off-campus study programs. Use university systems to update internal websites, create print publications, and use social media to market activities and programs.

Professional Experience/Qualifications

  • Willingness to learn and use technology, including all MS Office and Google applications, online content management systems, and social media. Ability to use office software to manage calendars and travel plans for ADOF, Lampert director, and student/faculty fellows.
  • Organize the schedule for visitors of the Lampert Institute and the CIP. This involves arranging travel and accommodations, in addition to identifying key constituents on campus that could interact with visitors.
  • Advanced knowledge of MS Excel is necessary.
  • Excellent organizational and interpersonal skills.
  • Ability to manage multiple priorities, and an enthusiasm to work collaboratively with others.
  • Excellent proofreading skills.
  • Ability to handle confidentiality in working with sensitive information.
  • Willingness to collaborate and coordinate on team projects. Support a team based approach to manage workloads by providing back-up to other office staff.
  • Have the skill, flexibility, and comfort with ambiguity that are necessary to successfully navigate differing cultural systems and norms.

Preferred Qualifications

  • Two (2) years’ work experience in higher education, preferably with experience in international education or experience living abroad.
  • Proficiency in a foreign language is also desired.

A Bachelor’s degree, or a combination of education and experience from which comparable skills are acquired, is required.

Other Information
Colgate has a diverse student, faculty, staff, and alumni population representing a variety of races, gender identities, social economic status, sexual orientations, languages, national origins, etc. Our Diversity, Equity & Inclusion Plan presents a framework for continuing the creation of an inclusive campus and engaging the Colgate community in this effort in the years ahead.

Please describe how you would connect and work with a diverse community. You can upload the statement under the Diversity Statement document heading. The statement can be any length (e.g. a paragraph or page). For information on how to write a diversity statement, see our Guidance on Crafting Diversity Statements.

Work Schedule:

Job Open Date:

Job Close Date:

Open Until Filled

Special Instructions Summary

EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at You may also access the report from the Campus Safety web page at:

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