Exchange Coordinator

  • Exchange Coordinator

    The International Programs Office (IPO) is a centralized service reporting directly to the Office of the Vice-Provost, International. We administer, and signpost students (predominantly undergraduates in the Faculty of Arts and Science) to, a wide range of study abroad experiences and we also coordinate funding for several inbound and outbound programs. In the IPO we value equity, diversity, inclusivity, and Indigenization, and believe in the ability for international learning to be a transformational moment in a student’s academic, personal, and professional journey. We have a particular focus on centering the student experience at the heart of our decision-making and we have a passion for service.

    This is a unique opportunity for an individual who is excited by who we are and what we do, with strong interpersonal skills, a high level of intercultural awareness, and a commitment to anti-oppression, coupled with excellent administrative skills. If you feel that your experience and interests match the position as we have described it, we encourage you to apply!


    • Acts as primary contact for incoming and outgoing exchange students. Provides administrative and program navigation support to ensure successful transition from one stage of the exchange process to the next.
    • Oversees the faculty exchange programs, implementing best practices in program delivery, and ensuring a high-quality student experience grounded in equity, diversity, inclusion, and Indigenization.
    • Responds to a variety of academic and non-academic student issues. Referring exchange students to appropriate campus and community resources and services that directly support international students.
    • Coordinates, evaluates, and allocates outgoing exchange applications.
    • Fosters strong collaborative relationships with internal and external stakeholders, including but not limited to academic departments, Arts and Science faculty office, other international offices, Student Awards, QUIC, AMS, and ASUS.
    • Provides work direction and technical guidance to other IPO staff.
    • Compiles statistical data and prepare reports related to faculty exchange programs. Refines processes associated with the exchange program to provide efficient and comprehensive services.
    • Represents the IPO on assigned committees, working groups, or events as requested.
    • Oversees the development and delivery of high-quality marketing, presentations, orientations (outbound and inbound), and resources to a variety of diverse groups.
    • Serves as Queen’s representative on multi-faculty programs and supports bilateral partnerships.
    • Assists in the development and implementation of short and long-term strategic plans for faculty exchange programs.
    • Acts as the primary unit contact in the absence of the Manager.
    • Some travel to represent the IPO at conferences may be necessary.
    • Undertakes other duties as assigned in support of the IPO.


    • Three-year post-secondary education or Undergraduate degree.
    • A minimum of 5 years’ relevant work experience with a minimum of two years administering international mobility programming in a university or college setting.
    • Previous experience working effectively and independently within a culturally diverse environment.
    • Familiarity with university student support services including a strong knowledge of university and faculty regulations as they pertain to student mobility.
    • Familiarity with international education systems/curricula is considered an asset.
    • Familiarity with PeopleSoft and Qualtrics is considered an asset.
    • Consideration may be given to an equivalent combination of education and experience.


    • Superior interpersonal and communication skills, both verbal and written, to communicate effectively and appropriately with diverse individuals. Ability to convey information in a clear and concise manner including tact/professionalism and an ability to maintain confidentiality where appropriate.
    • Strong level of intercultural awareness, with knowledge of and demonstrated commitment to human rights, diversity, equity, Indigenization, inclusion, and anti-oppression.
    • Demonstrated excellent computer and office skills, including excellent word processing, spreadsheet, and database applications as well as an ability to learn new software.
    • Ability to identify and implement efficiencies within processes.
    • High degree of initiative and ability to be both creative and flexible.
    • Demonstrated attention to detail with the ability to work in a fast-paced environment, meet deadlines, and handle a high volume of tasks and high volumes of information.
    • Demonstrated commitment to providing excellent programming (e.g., workshops, orientation).
    • Demonstrated ability to work independently and collaboratively as part of a dynamic team and across campus with diverse stakeholders.
    • Understanding of diverse student needs and commitment to developing intercultural competence.
    • Excellent time management skills including the ability to perform multiple tasks in a busy work environment and to focus and complete tasks promptly despite varied duties and frequent interruptions.
    • Ability to delegate and monitor the work of others.
    • Demonstrated ability to show empathy, tact, patience and be an active listener.
    • Possesses maturity and composure along with sound judgement.
    • Strong analytical, negotiation and problem-solving skills, with excellent attention to detail.


    • Determines best course of action when assisting exchange students on a variety of academic and non-academic issues.
    • Ability to distinguish between circumstances in which decisions can be made independently and those where consultation or a referral is required, including referring complex cases to Manager.
    • Excellent judgement and decision-making skills to assess program needs, available resources, resolve issues, and make recommendations for service improvements. Quality of work and decisions made will have significant impact on department and stakeholder programs.
    • Determines the application cycle for exchange programs.
    • Determines appropriate methods and systems for tracking, maintaining and reporting on student data.
    • Determines, in consultation with others, the best strategies for promotion of programs and recruitment of participants.
    • Establishes own priorities, sets goals, and contributes to decisions regarding long-term planning and program development.
    • Makes appropriate level decisions on behalf of the Manager during absences.

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