Travel Study Program Coordinator

STDT SVC ADVISOR 3 SV (005156)

UCPath Position ID: 40039358

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1117573

Approved Date:

11/3/2026 6:20:29 PM

Date Last Edited:

11/3/2026 6:20:17 PM

Last Action Effective Date:

8/4/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1311D

Division:

L&S UNDERGRADUATE EDUCATION

Department:

556700 - INTERNATIONAL EDUCATION

Position Details

UCPath Position Number:

40039358

Position Description ID

166197

UC Payroll Title:

STDT SVC ADVISOR 3 SV (005156)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

SV: STDT SVS & ADV PROF (SSAP)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40038064

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40057930

Department Head Payroll Title:

ACADEMIC ADMINISTRATOR VII

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Provide programmatic, contract management, analytical, and student services support for the UCLA Travel Study Program. In collaboration with faculty, campus partners, and external providers, develop and administer new and existing Travel Study programs, assessing and overseeing academic opportunity, administrative viability, marketability, program needs, logistics, budgets that support all program costs, contracts negotiation and compliance, student enrollment, and program outcomes. Manage multiple Travel Study programs and projects simultaneously, coordinating timelines, deliverables, information, and resources across faculty, campus partners, vendors, and UCLA Study Abroad teams to ensure timely and effective program implementation. Provide relevant details in necessary format to UCLA Study Abroad Operations teams for approval from UCLA Purchasing, Accounting and Insurance and Risk Management. Analyze enrollment, revenue, expenses, evaluations, and other program data, department feedback, and make recommendations regarding program development, continuation, modification, or cancellation. Coordinate contracts and vendor relationships, student advising and recruitment, health and safety procedures, and responses to program and student issues and emergencies. Advise prospective and participating students on program selection, eligibility, academic requirements, financial considerations, and other individual needs or circumstances that may affect successful participation in Travel Study programs. Conduct complex administrative analysis requiring knowledge of University policies and procedures and national standards and best practices in study abroad.

Program Planning, Implementation, and Analysis

A1. Coordinate the development, scheduling, administration, and implementation of continuing Travel Study programs, including the flow of information and resources among faculty, staff, campus departments, and external providers.

A2. Work with travel study program faculty to assess program needs and collaborate with Travel Study administrative leadership to address program changes.

A3. Assist in the initiation and development of new programs by working closely with the faculty, their departments, and various providers who might deliver goods and services.

A4. Develop and monitor program budgets; analyze enrollment, revenue, expense commitments, and other financial factors to assess program viability and inform program planning and decision-making.

A5. Analyze enrollment trends, student demand, program evaluations, financial performance, academic offerings, department feedback, and the overall Travel Study portfolio to make recommendations regarding the development, continuation, modification, or cancellation of programs.

A6. Occasional travel to existing and proposed travel study program sites to assist in the assessment of appropriateness, conditions, and matters of health and safety.

A7. Act as primary liaison with faculty and staff on Travel Study programming.

A8. Prepare and support faculty for Travel Study program implementation by communicating faculty responsibilities, expectations, and timelines; monitor progress toward departure and participate in the development and delivery of faculty orientations.

A9. In consultation with Associate Director, campus authorities, and the UC Education Abroad Risk Services (EARS) team, develop guidelines for students and faculty dealing with health, safety, and emergency procedures for travel study activities, and document instructions that are accessible, clear and concise.

A10. Coordinate accessibility and accommodation needs for Travel Study participants in collaboration with the UCLA Center for Accessible Education (CAE), faculty, and external providers to support implementation of approved accommodations abroad.

A11. Conduct yearly student evaluations of travel study programs and analyze results; prepare and disseminate to leadership, as requested.

A12. Conduct responsible and complex administrative analysis requiring knowledge of University administrative organization, policies, procedures, and practices as well as national standards of best practice in the field of study abroad.

A13. Provide analytical assistance in preparing written communications and presentations to the campus on policies, procedures, and programs on behalf of Travel Study.

A14. Identify and resolve complex programmatic and administrative issues; analyze problems, recommend appropriate solutions, coordinate with relevant staff and campus partners, and escalate complex or sensitive matters to Travel Study leadership, as appropriate.

A15. Provide assistance in report and presentation preparation through data gathering, analyses, and compilation of documents.

A16. Maintain current knowledge of applicable University and UC policies, procedures, and required trainings, and stay informed of emerging trends, evolving practices, and professional standards in the field of study abroad.

40%

Contract and Data Management

B1. Negotiate, review, document, and, as necessary, renegotiate contracted arrangements with vendors providing accommodations, transportation, activities, and other services for Travel Study programs

B2. Manage provider expectations regarding University administrative and financial processes; maintain ongoing communication with providers to facilitate successful program planning and implementation.

B3. Coordinate contract review and ensure compliance with UCLA Purchasing, Accounting, Insurance Risk Management.

B4. Collaborate with staff to coordinate timely payments and reconcile contracts with continuing and then final enrollments.

B5. Research and resolve payment and invoice discrepancies.

B6. Maintain database records in Terra Dotta and files including student rosters and sensitive student data including but not limited to health and passport records while ensuring safety of such records and following data retention policies.

B7. Generate, maintain, and analyze program data necessary for faculty, departments, campus partners, and external providers to run programming.

B8. Prepare budget breakeven assessment and student enrollment program data for departments.

25%

Student Advising and Recruitment

C1. Advise prospective and participating students on study abroad opportunities, with emphasis on UCLA Travel Study, taking into consideration student academic goals, financial circumstances, accessibility and health-related needs, dependents, identity related considerations, and other factors that may affect participation abroad.

C2. Advise students on eligibility requirements, academic policies, financial considerations, and application procedure including visa and destination entry requirements.

C3. Maintain accurate, organized, accessible, and confidential student records and communications in accordance with University policies and applicable privacy requirements.

C4. Interpret and implement the policies and procedures within the College, schools and individual academic departments as they relate to study abroad.

C5. Respond to sensitive personal and international crises and conflicts that impact students by engaging in innovative and diplomatic problem solving, referring problems to the Travel Study leadership.

C6. Accurately maintain required financial aid information in Terra Dotta; communicate applicable financial aid policies and procedures for Travel Study participants; manage financial aid-related student communications and set appropriate expectations regarding financial aid processes and timelines.

C7. Coordinate processes and procedures for any special funding opportunities.

C8. Explain available scholarship resources to students and refer students to appropriate Study Abroad and campus resources.

C9. Participate in the review and selection process for UCLA Study Abroad scholarships, including Travel Study-specific scholarships; serve on the UCLA Study Abroad scholarship review committee, review student applications, and make recommendations for awards.

C10. Research and adapt existing models of orientations; develop new orientation materials; and evaluate and improve orientations.

C11.Represent Study Abroad Office programs at recruitment events.

C12. Attend outreach events to distribute marketing materials and counsel students on what programs may be of interest to them

C13. Regularly inform Associate Director of and consult on status of students, especially special cases.

C14. Evaluate student needs and interests through focus groups, data analysis, and individual feedback.

C15. Manage the general Travel Study email inbox, online message center, and telephone inquiry process to ensure timely and accurate responses; establish procedures for routing and responding to inquiries, delegate responses to student workers as appropriate, and escalate complex or sensitive matters as needed.

C16. Coordinate Travel Study drop-in advising services, including scheduling and distributing coverage between Program Managers and student workers; provide approximately one to three in-person drop-in advising sessions per week and ensure students are referred to appropriate staff or campus resources when additional assistance is needed.

C17. With guidance from the Program Manager for Outreach, recruit, select, train, assign work to, and oversee front desk student employees; provide ongoing direction and support and monitor the quality and completion of assigned work, including student inquiry and advising support, as needed.

25%

Data and Enrollment Management

D1. Serve as the day-to-day administrator for Travel Study functions within the Terra Dotta database; administer system configurations and processes, troubleshoot system

issues, and coordinate with UCLA and Terra Dotta technical staff to identify and resolve system challenges.

D2. Manage Travel Study application-cycle processes within Terra Dotta, including program information, template configurations, application forms, deployment rules, system settings, and other system elements necessary to support accurate and timely student application and enrollment processing.

D3. Manage Travel Study student enrollment processes, including batch enrollment processing, application acceptance and enrollment tracking, and coordination of enrollment processing schedules with relevant UCLA Study Abroad teams.

D4. Review and verify required pre-departure student data for accuracy and completeness, including visa letter processing; identify discrepancies or missing information and follow up with students as needed prior to departure.

D5. Review and analyze Travel Study databases, applications, and enrollment workflows to assess operational efficiency, identify process or system challenges, and recommend improvements to the Associate Director to enhance program administration and student services.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

 In education-related or career-counseling field, and/or equivalent combination of education and experience/training.

Required

1+ Years

 of demonstrated experience with travel planning and contract negotiations or equivalent

Required

1. Demonstrated knowledge of the study abroad field, including study abroad program development, administration, student services, and current practices and expectations in the field.

Preferred

2. Demonstrated program and project management skills, including the ability to organize and manage multiple complex programs, priorities, timelines, and deliverables simultaneously in a deadline-driven environment.

Required

3. Demonstrated analytical and problem-solving skills to identify and assess complex administrative and programmatic issues, evaluate information and data, develop solutions, and make sound recommendations.

Preferred

4. Demonstrated financial and quantitative skills, including the ability to develop and monitor budgets and analyze enrollment, revenue, expenses, statistical data, and other factors affecting program operations and viability.

Required

5. Demonstrated experience with travel planning, vendor relationships, contract negotiation, and/or coordination of complex logistical arrangements.

Preferred

6. Ability to interpret, apply, and clearly communicate complex policies, procedures, regulations, and administrative requirements to faculty, students, staff, external providers, and other stakeholders

Required

7. Excellent written and oral communication skills, including the ability to prepare clear and professional correspondence, reports, instructions, and presentations and effectively communicate information to individuals and groups.

Required

8. Demonstrated interpersonal and advising skills to establish effective working relationships with students, faculty, staff, campus partners, and external providers from diverse backgrounds and to respond diplomatically and appropriately to sensitive, complex, or stressful situations.

Required

9. Demonstrated ability to work independently, exercise sound judgment and initiative, establish priorities, and complete assignments accurately and efficiently with minimal supervision while working collaboratively as part of a team

Preferred

10. Demonstrated ability to maintain and analyze program and student data, produce accurate reports, and appropriately handle confidential and sensitive information in accordance with applicable policies and requirements.

Required

11. Working knowledge of University administrative structures, policies, procedures, and business processes related to areas such as purchasing, contracting, risk management, financial administration, and student services

Preferred

12. Ability to work outside standard business hours and travel as needed to support Travel Study programs and activities, and ability to work on campus in person, typically one to three days per

week

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.