Study Abroad & Exchange Coordinator

Tilburg University
December 15, 2022
Offerd Salary:€ 2.818
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Job Ref.:N/A

Tilburg University University Services is looking for a

Study Abroad & Exchange Coordinator

Division and unit: Academic Services Division, International Office Location: Tilburg Full-time equivalent: 0.8 fte (32 hours per week) with temporary extension to 1.0 fte until 15 April 2023 Monthly full-time gross salary: € 2.818 - € 3.764 Duration of employment contract: 12 months

Your position The Study Abroad & Exchange Team within the International Office is looking for a Study Abroad & Exchange Coordinator. The Coordinator administrates exchange procedures and guides students regarding exchange by advising, selecting, and preparing them for their international experience. About half of the student contact is with international students and half with Dutch students.

This specific position includes managing incoming and outgoing student exchanges for the region of North America, UK and Ireland. It also includes management of the QTEM and ISEP programs, two specialized exchange programs. Next to the regional responsibility, the Coordinator will be in charge of the project domain Intercultural Awareness.

The Study Abroad & Exchange Team implements a hybrid work setting and values cooperation as well as independence in daily tasks and project assignments. Our work within Tilburg University's International Office is intercultural and student-centered. Within the team, the Coordinator works closely with five other Study Abroad & Exchange Coordinators, each with their own region, two Study Abroad & Exchange Officers, responsible for supporting administrative processes, and the Team Lead.

The Study Abroad & Exchange Coordinator performs the following tasks:

  • Monitor and administrate exchange procedures daily in our online mobility application.
  • Inform incoming and outgoing students about and assist them with the procedures involved before, during and after an exchange
  • Advise students about academic and cultural aspects of the region and the partner institutions.
  • Deal with questions from students and partner universities, identifying issues and resolving or escalating them appropriately.
  • Meet with students during one-on-one online or on-campus appointments for about 1 hour each week with more during peak times before application deadlines.
  • Review outgoing applications and select students at 5 deadlines per year.
  • Recruit both incoming and outgoing students by promoting exchanges offered by our partner universities to Tilburg University students and vice versa.
  • Communicate and meet (online) with staff from the partner universities to help develop and maintain good working relationships as well as represent Tilburg University and the International Office at (international) network events and/or conferences about once per year.
  • Help manage the student exchange agreements within your region, including assistance in facilitating timely contract renewals, researching and updating partner university information, and maintaining a balance of incoming and outgoing students.
  • Make recommendations to the Team Leader of the Study Abroad & Exchange Team, the International Project Managers & Policy Advisors, and the International Relations Manager regarding changes or adjustments to processes and exchange agreements as necessary.
  • As part of the Study Abroad & Exchange Team, the Coordinator is also responsible for the following tasks not specifically related to their region:

  • Taking over the project domain Intercultural Awareness which encompasses the implementation of an online module to familiarize outgoing students with the intercultural learning when on exchange and being first-point-of- contact for other departments within the team. Training in this area will be supported as part of the role. Project domains are long-term tasks of each Coordinator not related to their region.
  • Be available for exchange-related questions during our team's office hours at Student Desk and on the phone for about 2 hours/week.
  • Give presentations on exchange to groups of students, e.g., in information sessions and at Tilburg University Open Days.
  • Liaise as necessary with various departments on campus e.g., Education Support Teams of the Schools, Student Development, and Student Administration. Act as a resource to Educational Coordinators and Schools on matters relating to student exchange.
  • Assist other team members in matters related to their own project domains or tasks.
  • Your qualifications As a candidate for this role you need to have:

  • at least an HBO-degree;
  • excellent administrative skills;
  • a strong customer service attitude;
  • the ability to prioritize and work accurately and efficiently in a dynamic environment and during peak periods;
  • a basic understanding of student exchange programs;
  • cultural sensitivity and the ability to communicate in a diplomatic way;
  • excellent communication skills in English (equivalent to CEFR C1), including a proven ability to successfully speak in front of large audiences;
  • availability to work at least 50% of your weekly working time at the International Office on campus; and
  • flexibility to work more on campus whenever needed as well as very occasional evenings and weekends.
  • Ideally, we would also like to see:

  • experience with working in the field of internationalization or in higher education;
  • experience in student or academic advising;
  • a good understanding of issues impacting diverse student populations; and
  • at least one semester's experience studying, living and/or working abroad.
  • Your talents

  • You show personal leadership: you take responsibility for your work and career and have good self-knowledge.
  • You have a sense of team spirit: you feel part of a team and express this through collaboration, sharing knowledge and experiences, and contributing to an open and inclusive work environment.
  • You are aware of organizational dynamics and know how to strike the right tone in communication with students, staff and international partners.
  • You have good intercultural skills and enjoy working in an international, English- and Dutch-speaking team.
  • Our offer This is a position for 0.8 FTE (32 hours per week) of the full-time working week with temporary extension to 1.0 fte until 15 April 2023.

    The salary amounts to a minimum of € 2.818 and a maximum of € 3.764 gross per month for full time employment contract, based on UFO profile medewerker internationalisering 3 and salary scale 8 of the Collective Labour Agreement for Dutch Universities. Tilburg University uses a neutral salary system for scaling that is based on relevant education and work experience.

    This is a vacancy for a structural position in accordance with Article 2.3, paragraph 1 of the CLA for Dutch Universities. You will be given a temporary employment contract for the duration of 12 months. After this period, if your suitability has been proven and you continue in the same position, you will receive an employment contract for an indefinite period.

    You are entitled to a vacation allowance of 8% and a year-end bonus of 8.3% of your gross annual income. If you work 40 hours per week, you will receive 41 paid days of leave per year.

    Tilburg University offers excellent employment conditions. We think flexibility, professional and personal development, and good employee benefits important. We make clear agreements about career paths and offer all kinds of facilities and schemes to maintain an optimal balance between work and private life. You can also follow numerous training courses, for example in the areas of leadership skills, personal effectiveness, and career development.

    Tilburg University values an open and inclusive culture. We embrace diversity and encourage the mutual integration of groups of employees and students. We focus on creating equal opportunities for all our employees and students, so that everyone feels at home in our university community.

    Tilburg University has a lively campus in beautiful green surroundings that is easily accessible by public transport. We are committed to a sustainable society and challenge you to make an active contribution.

    Please visit working at Tilburg University for more information on our terms of employment.

    Information and application More information about the vacancy can be obtained from Anna Rathert at 013 - 466 2801 or

    We invite you to apply for this position before 28 November 2022 ; this can only be done online via the vacancy portal of Tilburg University. Address your cover letter to Anna Rathert (Team Leader Study Abroad & Exchange) and include a CV and at least one reference (organization, contact person, phone number and email address). We will only approach references for candidates who go to the second round of selection.

    The letter selection will take place on 29 November 2022 ; you will be notified shortly thereafter. The first interviews are scheduled on 2 December 2022 and possible second interviews on 8 December 2022.

    The selection committee consists of:

    1. Anna Rathert, Team Lead Study Abroad & Exchange (vacancy holder and manager) 2. Rachael Vickerman, Study Abroad & Exchange Coordinator 3. Teun van Veghel, Study Abroad & Exchange Coordinator 4. Mara Cornelis, Study Abroad & Exchange Coordinator

    You will ideally start working for Tilburg University on 1 January 2023 or shortly thereafter.

    This vacancy is published both internally and externally. In case of equal suitability, internal candidates will be given preference.

    About Tilburg University University Services

    Service society and making it better for its citizens. That is what drives us. Tilburg University's founder, Martinus Cobbenhagen, believed that anyone who wants to understand society must be actively and consciously involved in it. These ideas still form the basis of our university.

    Under the motto Understanding society , our more than 2,800 employees develop and transfer knowledge and bring people from different disciplines and organizations together. In this way, we want to contribute to solving complex social issues. In doing so, we work from the fields of economics, business and entrepeneurship, social and behavioral sciences, law and administration, humanities and digital sciences, and theology.

    We educate our 20,000 students of 132 nationalities to become Tilburg University Shaped Professionals: responsible and entrepeneurial thinkers, driven by solidarity, a sense of responsibility and empathy, who are able to influence and give direction to a rapidly changing society in an innovative way.

    University support is invested in University Services, organized into seven divisions:

    1. Academic Services 2. Marketing & Communication 3. Human Resources 4. Finance & Control 5. Library & IT Services 6. Facility Services 7. Executive Services

    Application code

    Tilburg University applies the recruitment code of the Dutch Association for Personnel Management & Organization Development (NVP).


    The text in this job vacancy is the copyrighted property of Tilburg University. Use, distribution and further publication of the vacancy without the express permission of Tilburg University is not permitted and this expressly applies to use by recruitment agencies that do not act directly on behalf of Tilburg University. Responses to recruitment by non-contractors of Tilburg University will not be considered.

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