International student exchange coordinator

International student exchange coordinator article illustration


International student exchange coordinators lead the entire process of an international exchange study for the exchange students. They manage the students’ applications and admissions, arrange accommodation on a college or university campus or with guest families, and handle all the administration regarding these activities, including the student’s grades and official departing. They function as guides for the (young) international students through their cultural adjustment.

The duties of an international student exchange coordinator typically include, but are not limited to:

  • Interviewing and assisting in finding and evaluating potential host families
  • Introducing students with families according to employer’s guidelines
  • Keeping us informed on students’ progress
  • Conducting host family and student orientations once a year (if required)
  • Supervising students and providing support to them and their host families
  • Interviewing local students who wish to go on exchange overseas

Other titles

The following job titles also refer to international student exchange coordinator:

coordinator of international student exchange
international exchange director
international exchange officer
international exchange coordinator
student exchange officer
student exchange director
student exchange coordinator

Minimum qualifications

A bachelor’s degree in social science, ESOL (English for Speakers of Other Languages), humanity, international studies, or a related field is generally required to work as an international student exchange coordinator. Some employers may prefer international student exchange coordinators to hold a master’s degree in one of these disciplines.

ISCO skill level

ISCO skill level is defined as a function of the complexity and range of tasks and duties to be performed in an occupation. It is measured on a scale from 1 to 4, with 1 the lowest level and 4 the highest, by considering:

  • the nature of the work performed in an occupation in relation to the characteristic tasks and duties
  • the level of formal education required for competent performance of the tasks and duties involved and
  • the amount of informal on-the-job training and/or previous experience in a related occupation required for competent performance of these tasks and duties.

International student exchange coordinator is a Skill level 3 occupation.

International student exchange coordinator career path

Similar occupations

These occupations, although different, require a lot of knowledge and skills similar to international student exchange coordinator.

education administrator
student financial support coordinator
aviation data communications manager
fundraising assistant
wholesale merchant in agricultural machinery and equipment

Long term prospects

These occupations require some skills and knowledge of international student exchange coordinator. They also require other skills and knowledge, but at a higher ISCO skill level, meaning these occupations are accessible from a position of international student exchange coordinator with a significant experience and/or extensive training.

admissions coordinator
special educational needs coordinator
dean of faculty
deputy head teacher
academic support officer

Essential knowledge and skills

Essential knowledge

This knowledge should be acquired through learning to fulfill the role of international student exchange coordinator.

  • Travel bookings processes: The various steps that constitute a booking made for travelling purposes, its execution, and any additional relevant actions.
  • Education administration: The processes related to the administrative areas of an education institution, its director, employees, and students.

Essential skills and competences

These skills are necessary for the role of international student exchange coordinator.

  • Use global distribution system: Operate a computer reservations system or a global distribution system to book or reserve transportations and accommodations.
  • Guarantee students’ safety: Ensure all students falling under an instructor or other person’s supervision are safe and accounted for. Follow safety precautions in the learning situation.
  • Oversee travel arrangements: Make sure that travel arrangements run according to plan and ensure effective and satisfactory service, accommodation and catering.
  • Guide international students: Support international exchange students with their cultural adjustment in a new community. Assist them with settling in a new academic environment.
  • Process booking: Execute a booking of a place according to client’s requirement in advance and issue all appropriate documents.
  • Use different communication channels: Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.
  • Arrange student accommodation: Screen the several housing options including host families or guesthouses for students going on an exchange programme. Secure their housing once they have been accepted.
  • Manage educational institution’s administration: Administer multiple activities of a school, university or other educational institution such as daily administrative operations.
  • Process reservations: Execute customers’ reservations in accordance to their schedules and needs by phone, electronically or in person.
  • Process payments: Accept payments such as cash, credit cards and debit cards. Handle reimbursement in case of returns or administer vouchers and marketing instruments such as bonus cards or membership cards. Pay attention to safety and the protection of personal data.
  • Manage student admissions: Assess students’ applications and manage correspondence with them concerning their admission, or rejection, pursuant to the regulations of the school, university or other educational organisation. This also includes obtaining educational information, such as personal records, on the student. File the paperwork of the admitted students.
  • Organise projects to fill education needs: Fill education gaps by organising projects and activities that help people to grow academically, socially or emotionally.
  • Check travel documentation: Control tickets and travel documents, allocate seats and note food preferences of people on tour.

Optional knowledge and skills

Optional knowledge

This knowledge is sometimes, but not always, required for the role of international student exchange coordinator. However, mastering this knowledge allows you to have more opportunities for career development.

  • Customer service: Processes and principles related to the customer, client, service user and to personal services; these may include procedures to evaluate customer’s or service user’s satisfaction.
  • Outdoor activities: Sportive activities performed outdoors, often in nature, such as hiking, climbing, skiing, snowboarding, canoeing, rafting, and rope course climbing.
  • Office software: The characteristics and functioning of software programs for office tasks such as word processing, spreadsheets, presentation, email and database.
  • Electronic communication: Data communication performed through digital means such as computers, telephone or e-mail.
  • Geographical areas relevant to tourism: The field of tourism geography in Europe as well as the rest of the world in order to point out relevant tourism areas and attractions.

Optional skills and competences

These skills and competences are sometimes, but not always, required for the role of international student exchange coordinator. However, mastering these skills and competences allows you to have more opportunities for career development.

  • Cooperate with education professionals: Communicate with teachers or other professionals working in education in order to identify needs and areas of improvement in education systems, and to establish a collaborative relationship.
  • Distribute local information materials: Hand out leaflets, maps and tour brochures to visitors with information and tips about local sites, attractions and events.
  • Assist in the organisation of school events: Provide assistance in the planning and organisation of school events, such as the school’s open house day, a sports game or a talent show.
  • Consult student’s support system: Communicate with multiple parties, including teachers and the family of the student, to discuss the student’s behaviour or academic performance.
  • Coordinate events: Lead events by managing budget, logistics, event support, security, emergency plans and follow up.
  • Provide education management support: Support the management of an education institution by directly assisting in the managerial duties or by providing information and guidance from your area of expertise to simplify the managerial tasks.
  • Escort students on a field trip: Accompany students on an educational trip outside the school environment and ensure their safety and cooperation.
  • Use office systems: Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
  • Apply for government funding: Gather information on and apply for subsidies, grants, and other financing programmes provided by the government to small- and large-scale projects or organisations in various fields.
  • Have computer literacy: Utilise computers, IT equipment and modern day technology in an efficient way.
  • Inform on government funding: Give information to customers related to the grants and financing programmes attributed by the government for small and large scale projects in various fields such as the promotion of renewable energies.
  • Oversee extra-curricular activities: Supervise and potentially organise educational or recreational activities for the students outside of mandatory classes.
  • Maintain financial records: Keep track of and finalise all formal documents representing the financial transactions of a business or project.

ISCO group and title

3343 – Administrative and executive secretaries

  1. International student exchange coordinator – ESCO
  2. Featured image: By Srvna90 at English Wikipedia, CC BY-SA 4.0
Last updated on March 25, 2023

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