Reporting to the Director of International Enrollment, the International Operations Coordinator plays a central role in providing operational support to multiple International Education areas. The position serves as a primary point of contact for prospective and current international students, leading the triage and coordination of inquiries received through phone, email, appointment systems, social media, and client relationship management platforms to ensure timely, accurate, and student focused service.
In addition to student support, the role is responsible for financial, logistical, and operational coordination for the department. This includes acting as the lead resource for purchasing, processing, and reconciling overseas contractor and agent accounts, coordinating invoice payments, and supporting budget activities. The position also manages departmental logistics such as domestic and international travel arrangements, expense claims, and event coordination for international student engagement activities, including, from time to time, partners participating in Saskatchewan Polytechnic visits.
Primarily, the position will serve 4 main functions:
Prospective and current international student support
This position will play a lead role in triaging inquiries from prospective and current international students through a variety of methods – phone, email, appointment booking, social media and client relationship management software. Proficiency in a second language is considered an asset.
- Assess, problem solve, and triage issues related to meeting scheduling, workshops, orientations, or the provision of accommodations in collaboration with relevant stakeholder units.
- Assess, respond to, and triage difficult situations involving prospective and current students using a trauma informed approach, including deescalating emotionally charged situations.
- Ensure confidentiality, sensitivity, and discretion in all employee and student interactions in alignment with International Education and Student Services practices.
- First point of contact for international students and visitors to Canada
Finance, budget and purchasing
Act as lead resource for departmental purchasing, processing and reconciling overseas contractor and agent accounts, coordinate and pay invoices.
- Work with the Agent Relations Specialist and Manager, International Enrolment, to monitor, compile, and reconcile financial records, including adjustments for foreign currency exchange.
- Provide support in keeping financial records for educational agent and in-country representative agreements and activities, ensuring strong attention to detail for each specific contract.
- Support the International Education Director and Managers in developing budget input forms and providing input for divisional budget projections.
- Support reconciliation of international events and travel expense forms, including calculating varying per diems and reconciling exchange rates.
Logistics and management support
Coordinate all travel for the department, including overseas travel and process expense claims; support event coordination for both prospective and current international students, and when required for students going abroad on Saskatchewan Polytechnic approved Global.
- Ensure Saskatchewan Polytechnic visitors are prepared for visa applications and have all required details for engagement activities.
- In collaboration with the International Education AVP, the Director and Managers review and update technical guidance, with particular attention to insurance, travel advisories, and Saskatchewan Polytechnic policies and procedures.
- Act as the departmental contact for inbound and outbound delegations and visits and provide Saskatchewan Polytechnic and external personnel with information related to deployment in accordance with institutional policies and procedures. This includes, but is not limited to, passport and visa requirements, flights, health insurance, travel advances, and accommodations.
Learning Experiences
File management – take the lead role organizing office files, appointment booking and supporting the department as directed by Manager(s) and director.
- Respond to information requests regarding programs and courses.
- Remain current and informed on the institutional policies, procedures, programs, services, and activities, and contribute to the development of departmental and unit protocols and guidelines related to International Education support.
- Assist with the ongoing review and updating of departmental website pages and intranet content and provide logistical support for communications-related initiatives.
