Student Services Associate

Job Type

Full Time


Minimum: $30,000
Maximum: $35,000



Start Date


Application Deadline



2233 University Avenue West
Saint Paul
United States



The Student Services Associate (SSA) performs the administrative work that supports students before their off-campus study experience with HECUA. This support begins as soon as a student is accepted, and includes communication with students before the program begins, the collection and assessment of required paperwork, and preparation for the program. The SSA is the primary contact on staff for enrolled students and the point person for pre-program logistics, including student medical forms, insurance documents, and visas. The SSA is also responsible for preparing students for their off-campus study programs. This includes creating, maintaining, and distributing pre-program orientation materials, and conducting group orientations. Last, after each program concludes, the SSA processes student grades and transcripts. 


1. Data management of accepted students’ files

Maintain and improve HECUA’s standards and procedures for collecting and managing information from students in HECUA’s U.S. and international off-campus programs.

Key functions:

  1. Review student application materials (essays, academic references, transcripts, etc.) and make admission decisions in accordance with HECUA’s established program eligibility requirements.
  2. Communicate with students about acceptance to the program; send out packet of forms to be returned (participation agreement, medical forms).
  3. Request and follow up on program deposits and all required pre-program paperwork.
  4. Ensure that HECUA’s database is up-to-date with students’ contact information. 
  5. Collect, process, and file returned paperwork dealing with students’ self-assessments and interests and preferences.
  6. Ensure that U.S. and international program directors have the information they need about each student to arrange internship placements and adapt curriculum.
  7. Ensure that international program directors have the information they need about each student to arrange food and housing.

2. Pre-Program Logistics

Coordinate the process of students’ pre-program logistics with on-campus study-away offices, HECUA program directors, housing offices, and consular and embassy officials. Maintain excellent relationships with campus study-away offices, program directors, housing offices, and embassy or consular officials. 

Key functions:

  1. Act as the main point of contact for enrolled students (as well as their families, support systems, and home institutions), answering logistical questions and addressing pre-program concerns via phone, email, and in-person.
  2. Confirm that students intending to participate in international programs have valid passports.
  3. Oversee visa and residence permit application process for each international program site (conduct detailed research of immigration laws and requirements, create visa documentation, develop and update instructional guides, liaise with consular officials and international partners, track student progress, and offer continued guidance to student applicants)
  4. Confirm that all students have medical insurance.
  5. Obtain supplemental/emergency medical insurance for all students participating in international programs.
  6. Assist students in their purchase of flights for international programs; purchase plane tickets for January-term Ecuador program 

3. Student Preparation and Orientation

Prepare students for effective participation in HECUA programs by gathering the needed information from students and sharing information with students about visa applications, housing, internship placement, and travel. Provide cultural, social, and logistical information for students going on international programs.

Key functions:

  1. Create and maintain pre-program orientation materials for students and their parents to use as reference guides to the programs and sites.
  2. Distribute pre-program orientation materials to all enrolled students in a timely way.
  3. Answer questions from students, parents, and schools throughout the pre-program preparation stage.
  4. Conduct a group orientation for each international program via GoToMeeting involving program alumni and international program directors.
  5. Communicate with all students just before they depart for international program sites.

4. Post-Program Grade Reports

  • Produce HECUA transcripts based on the grades given by program directors when programs conclude.
  • Coordinate mailing of transcripts to students and the relevant contacts at their home institutions.
  • Register non-consortium students with Hamline University, HECUA institution of record, and then submit Hamline transcripts to these students’ home colleges.

5. Other Responsibilities

  • Contribute to the positive HECUA work environment by assisting in the following: 
  • Maintain good relations with the Hamline University Registrar (HECUA’s school of record).
  • Update Student Services Handbook whenever new policies or procedures arise.
  • Participate in HECUA’s efforts to become an anti-racist organization; maintain effective pre-program support systems for students of color.
  • Attend monthly HECUA staff meetings and quarterly HECUA board meetings.
  • Assist with general office operations as needed.



  • Bachelor’s degree required
  • At least 1-2 years of hands-on experience in learning abroad, study away, and/or students services. 
  • Ability to work respectfully and effectively with people from diverse cultures and backgrounds.
  • Commitment to organizational equity and inclusion.  
  • Excellent written, verbal and phone skills, with the ability to effectively communicate with a range of stakeholders: students, parents, faculty, community partners, and professional staff.
  • Understanding of higher education institutional hierarchies and appropriate channels of communication. 
  • Solid organizational skills, with fine attention to detail. 
  • Comfort with cloud-based CRM database. 


  • Familiarity with HECUA. 
  • Prior experience assisting students with visa applications.
  • Prior experience designing and facilitating student orientations for study away.
  • Experience with Salesforce CRM. 
  • Experience with Wordpress CMS. 
  • Commitment to experiential and community-based learning and social justice issues.


Terms: This is a year-round, full-time position. The starting salary ranges from $30,000 to $35,000, depending on experience. HECUA offers competitive health benefits, life and disability insurance, paid time off, and a generous 403(b) retirement plan. The preferred start date for the position is flexible, but ideally mid to late-October. 

HECUA is an equal-opportunity employer. People of color are strongly encouraged to apply.

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

To Apply: Application deadline is 5pm CST Friday, September 21, 2018. Interested candidates should email a PDF cover letter and resume to: Please include “Student Services Associate” in the subject line. No phone calls please.