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Coordinator Application (Risk Management Program)

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Program Description:
Study Tour/Summer Program Coordinator Application
 
Role DescriptionCesar & group
To encourage student participation, SJU Study Tours and Summer Programs bridge many academic disciplines across campus, and many countries across the world. The courses are led by SJU faculty with logistical coordination provided by the Center for International Programs and a tour provider.

A Coordinator plays an important role in the success of SJU's short-term abroad programs. The Coordinator helps the CIP and faculty with trip planning, and acts as the key logistics manager, working full-time to support students during the group's time abroad. A candidate's prime motivation for helping with the program should be to help the students with their learning experience. The Study Tours & Summer Programs are offered to students as learning experiences and not vacations, so the Coordinator must expect to be working for the group and not pursuing his/her own interests in the country(ies) visited. 

This is also a unique opportunity to work directly with and help SJU students reach their goal of learning about another culture during an international experience. For many students, this might be their first time out of the country or their only opportunity to travel abroad during their time at Saint Joseph’s University.

Time Commitment:

Coordinator commitments vary by study tour or summer program but generally run: 
  • 1 week - Fall break (October), Spring break (March) or Winter Break (January)
  • 10 days – 2 weeks in May
  • 4 weeks in May, June, or July (for SJU Summer Programs)
2025 Locations:

Open coordinator positions for 2025 Faculty-Led Programs will be posted in early Fall Semester 2024. 
Qualifications:

Open to all SJU employees who are qualified to lead groups of students in an overseas setting who have the ability to:
  • Travel independently- as spouse/significant other are not permitted to accompany the group. Please note: Faculty serving in both a co-teaching and co-coordinating capacity must also travel without a spouse/significant other. 
  • Use personal, vacation time with approval from SJU supervisor.
Benefits:
  • All-expenses paid travel. Airfare, ground transportation, single-room hotel accommodations, as well as all museum-entrance fees and site visits are covered.
  • Travel advance for meals & general day-to-day expenses. 
  • $500 salaried stipend upon completion of the program. Please note: that Coordinators who are considered administrative faculty (as defined in Handbook) are not eligible. 
Required Skills & Responsibilities:
  • Group Leadership Skills - A Coordinator is expected to have experience leading student groups/activities/classes and should ideally also have international experience in the country(ies) on the itinerary (although not required). The Coordinator is the person who must act as enforcer of rules and regulations. If students on the tour/program trip are disruptive and not behaving appropriately, the Coordinator needs to warn the students of consequences and may have to decide (with in-put from Faculty, CIP and SJU) to send a student home. The Coordinator would then contact CIP to make arrangements for the student’s return home and to accompany him/her to airport.
  • Foreign Language Skills - while not always necessary, preference may be given to those who can communicate in the host-country language.
  • Planning and Attending Group Meetings - The Coordinator will need to be able to attend information sessions and pre-departure meetings. Most meetings take place on-campus during Free Period or in the evening. It is important for the Coordinator to "get to know" the students prior to departure.
  • Collecting Paperwork from Students - the Coordinator will work with CIP to aid in the collection of necessary paperwork. Coordinators may be asked to distribute forms to the group, collect forms and then follow-up with students to collect "missing" or late paperwork. This willingness and availability to work with CIP and faculty prior to departure are essential qualities.
  • Logistics - Travel with the group on all scheduled activities from departure to return. The Coordinator is responsible for all of the following: meeting the students on campus or at the airport, flying with the group and then leading the group through all of the tour's logistics such as on/off buses, in/out of taxis, checking-in and out of hotels, arranging for group dinners, tipping drivers and tour guides, assisting students during the tour who are in need of medical or other type of help, liaising with the faculty to make decisions about what to do when obstacles arise such as bus/rail strikes, plane delays, lost wallets, passports etc
  • Financial Responsibility - Upon approval, a travel advance for both personal and group expenses will be direct-deposited into your SJU account 2 weeks prior to departure. You should reconcile this advance with CIP by completing a Travel Expense Report no later than 2 weeks upon return from the Study Tour/Summer Program.
  • Emergency Communication - In the event of an emergency while the group is traveling overseas - the Coordinator must know how to use the emergency cell phone distributed by CIP and must be in touch with all necessary parties to decide what the group will do in the event that plans must be changed. Once the group of Coordinators has been selected, the CIP will hold a required Risk Management training session. The purpose of this is to familiarize you with rules and regulations, safety and security procedures and common situations that arise with group travel.
**For more specific information about study tours or summer programs, including dates and locations, please view the Brochure pages of each program here.**
Coordinator Testimonials 

Fritz
"The Coordinator Role is always walking a fine line between keeping students safe and where they need to be and becoming the annoying adult. One cannot be afraid of becoming the annoying adult in order to keep the students safe and representing the university well, but part of the job is also ensuring they know they can come to the coordinator for any issue they may be having, from sleep, to roommates, to health issues, however minor. The most rewarding aspect of being a coordinator is when one has the opportunity to teach students something useful, however minor it may be. From ordering food abroad, to navigating local customs, to keeping a balance between conducting business and having fun. Even being willing to play the fool by how different things may be locally." - Ruben Mendoza, Business Intelligence Faculty & Coordinator for MKT 450 Study Tour to Guatemala, Spring 2016


If you could share one piece of advice with new coordinators.. 
"If it is your first time talk to those who have been coordinators before, even if it's not your same trip. Best advice Joe Corabi (SJU Rome) gave me was getting an artist’s sketchbook of 8 1/2 by 11 sheets of paper to tape in my receipts each night. Same me a ton of time and frustration!" - Caitlin Fritz, SJU Summer Program in Greece, Summer 2015

What did you gain personally or professionally by serving as a coordinator?
"I was very impressed by the students’ maturity abroad, and spending that time traveling with them yielded a strong, unique connection that I’ve never found in just the classroom, as well as underscored my belief that travel can be one of the key learning and growing experiences in higher education. - Gina Tomaine, SJU Summer Program in Rome, Summer 2016
 
 
Application InstructionsGift

If you meet these qualifications, the CIP office encourages you to submit an application! Please discuss this application with your direct supervisor as to whether you have permission to participate on the study tour/summer program for the duration of time away from work. Tours generally last 10 days to two weeks and Summer Programs are typically 4 weeks in length. 
 
Tips for applying:
  • Location: If you are applying to be a Coordinator for a specific Study Tour or Summer Program, please select the corresponding location(s). If not, please choose 'Other' and a CIP staff member will add this information when it is known.
  • Dates: Please enter the dates if known. If not, please choose dates close to the anticipated travel. A CIP staff member will edit this information at a later date.
Deadline: 
  • Coordinator applications are accepted on a rolling basis with positions being filled at different times based on departure date.
  • Applicants not selected for 2025 programs may also be considered for upcoming years.

Questions? Please contact studyabroad@sju.edu 


Dates / Deadlines:
Dates / Deadlines:
Term Year Decision Date Start Date End Date
Coordinator 2024 Rolling Admission TBA TBA

** Indicates rolling admission application process. Applicants will be immediately notified of acceptance into this program and be able to complete post-decision materials prior to the term's application deadline.