Global Delegation Coordinator

The University Center for International Studies is seeking a highly skilled and culturally aware individual to join our team as a temporary Global Delegation Coordinator. In this role, you will be responsible for providing a white glove service, coordinating all logistical aspects, and ensuring a seamless and culturally appropriate experience for high-level delegations, including chancellors, provosts, deans, dignitaries, and similar positions. This position is mostly remote with occasional on-site requirements to welcome delegates, escort them around campus, organize meals, and other related activities.

Key Responsibilities: 

1. Logistical Support: 

• Coordinate all logistical aspects for high-level delegations, including travel arrangements, accommodations, transportation, and on-campus logistics.
• Manage delegation sizes ranging from individual visits to groups of up to 10. 

1. Cultural Research and Global Business Guidelines (GBGs): 

• Conduct research on cultural business etiquette for each visiting delegation.
• Develop and complete Global Business Guidelines (GBGs) to guide hosting individuals on culturally appropriate engagement, seating arrangements, gift and business card exchanges, floral considerations, etc. 

1. Collaboration and Coordination: 

• Meet with various administrative teams across the university to align delegation needs and meeting preparations.
• Coordinate closely with the Global Engagement Coordinator to ensure data points are entered into MoveOn and appropriate follow-up is accounted for. 

1. Technology Proficiency: 

• Utilize Microsoft Teams, Outlook, and MoveOn for effective communication and coordination. 

1. Gift Management: 

• Oversee the entire delegation gift process, managing gifts for supported delegations and being the contact person for gift requests from UCIS staff for their own delegations.
• Responsible for the management of the gift bank, ensuring that gift inventory is tracked, stocked, and regularly updated.
• Conduct market analysis to identify the best types of gifts to have in stock and purchase new inventory as needed. 

1. On-site Coordination: 

• Provide white glove service, offering support from the delegation's entry into the city to their departure.
• Organize meals, cultural activities, campus tours, meetings with faculty and leadership, and other relevant activities.
• Be on-site for the welcoming of delegates and escort them around campus from meeting to meeting. 

1. People Skills: 

• Engage with individuals from diverse backgrounds, including those with limited English language mastery.
• Demonstrate a people-person attitude and adapt communication styles to ensure effective interaction.

Qualifications: 

• Bachelor's degree in a related field or equivalent work experience.
• Proven experience in event coordination, delegation support, or a similar role.
• Exceptional organizational and multitasking skills.
• Strong interpersonal and communication abilities.
• Cultural sensitivity and awareness. 

Skills: 

• Cultural Sensitivity: Ability to navigate and understand various cultural nuances and customs.
• Communication Skills: Strong verbal and written communication skills, including the ability to convey information clearly and adapt communication styles for diverse audiences.
• Logistical Coordination: Proficiency in coordinating complex logistics, including travel arrangements, accommodations, and on-site events.
• Event Management: Experience in planning, organizing, and executing events, including receptions, dinners, and cultural activities.
• Research Skills: Ability to conduct cultural research and gather relevant information to create Global Business Guidelines.
• Technology Proficiency: Familiarity with tools such as Microsoft Teams, Outlook, and MoveOn for effective communication and coordination.
• Gift Management: Experience in managing gifts for delegations, tracking inventory, conducting market analysis, and purchasing new inventory.
• Multitasking: Exceptional ability to manage multiple tasks and responsibilities simultaneously.
• Adaptability: Flexibility to adapt to changing schedules, unexpected situations, and diverse delegation needs.
• Interpersonal Skills: Strong people skills, demonstrating the ability to engage with individuals from diverse backgrounds, including those with limited English language mastery. 

Qualities:

• Cultural Awareness: A keen awareness and respect for cultural diversity, with the ability to foster positive cross-cultural interactions.
• Detail-Oriented: Meticulous attention to detail, ensuring accuracy in logistical arrangements and cultural considerations.
• Proactive Attitude: Demonstrated initiative and a proactive approach to problem-solving.
• Team Collaboration: Ability to collaborate effectively with various teams and departments within the university.
• Customer Service: A people-person attitude with a focus on providing excellent customer service to visiting delegations.
• Flexibility: Ability to adapt to changing circumstances and prioritize tasks in a dynamic environment.
• Professionalism: Maintaining a high level of professionalism when interacting with high-level officials, faculty, and internal teams.
• Organizational Skills: Strong organizational skills to manage schedules, documentations, and gift inventory effectively.
• Hospitality: A welcoming and hospitable demeanor when interacting with visiting delegations, creating a positive experience.
• Problem-Solving: Demonstrated ability to identify and solve problems quickly and efficiently. 

Additional Requirements: 

• Ability to conduct cultural research and create Global Business Guidelines.
• Proficiency in Microsoft Teams, Outlook, and MoveOn.
• Flexibility to be on-site for delegation welcoming and coordination.
• Experience in gift management and inventory tracking.