Manager - International Office (Student Mobility Specialist)

DETAILED RESPONSIBILITIES AND WORKFLOWS

1. Incoming Mobility (Exchange & Visiting Students)

• Coordinate with partner universities and respective students for nominations, onboarding, and arrival

schedules

• Liaise with Housing, Student Life, and Academics to ensure smooth accommodation and course registration.

• Oversee FRRO, visa, and C-Form/S-Form documentation with precision

• Organize cultural and orientation events to help international students integrate into FLAME’s liberal

education environment

• Be the first point of contact for student concerns from mental well-being to academic queries

• Regular Fortnightly (In the beginning weekly) meetings and checkups with all international students to check

on their experiences and address any ongoing concerns with documentation on each meeting and discussion

that has taken place

• Maintain a running file on the google drive that documents every checking meeting with every international

student separately

• Ensure student compliance with all rules and regulations of India as well as FLAME University as per the

student code of conduct and laws associated with their visa category

Key Outcomes:

1. 100% compliance with immigration requirements

2. Positive student satisfaction feedback

3. Timely coordination of all arrival and induction logistics

2. Outgoing Mobility & MIS

• Maintain an accurate database of all students nominated, accepted, and returned from semester exchanges

• Track academic approvals, nomination letters, and credit equivalence documentation

• Coordinate with Registrar and Program Office for transcript dispatch and credit transfer

• Create dashboards summarizing student mobility, partner universities, and program outcomes for IO

leadership

• Regular weekly meetings and checkups with all outgoing students to expidite credit mapping, application

processes and support for any visa related additional documentation address any ongoing concerns with

documentation including but not limited to -

1) Provisional Learning Agreement

2) Partner University Application Form

3) Bonafide and English Proficiency Certificate

4) Support for SOP Writing for Semester Abroad Application

5) Guidance on creating proof for finances and sponsorship letter

6) Any additional visa related documentation

Key Outcomes:

1. Up-to-date MIS dashboard at all times

2. Timely visa and documentation support for students

3. Zero delays in post-return academic processing

3. Credit Mapping & Learning Agreements

• Maintain version-controlled templates for provisional and final learning agreements

• Track progress across three mapping stages (initial, provisional, final) and ensure faculty and HoD approvals

in collaboration with the Director of the International Office

• Flag mapping delays, discrepancies, or missing documentation to Director of the International Office

proactively

• Archive and digitally index all course mappings and approvals for institutional record

Key Outcomes:

1. 100% mapping completion before student departure

2. Transparent record of all academic equivalences

3. Streamlined coordination between IO, HoDs, and Program Office

4. SOP Implementation & Process Ownership

• Serve as the internal compliance manager with IO Standard Operating Procedures.

• Identify process gaps, delays, ambiguities, and propose structured solutions to the Director of the International

Office

• Maintain a systematic and digital archive of all forms, checklists, and templates for operational continuity and

easy access at any given time through the google drive

Key Outcomes:

1. Full SOP compliance with version control

2. Reduced turnaround time through automation and standardization

3. Clear ownership tracking across processes

5. Student Support, Logistics & Communication

• Coordinate end-to-end logistics for international delegations, visiting scholars, and exchange students

• Manage student communication channels including FAQs, fact sheets, and information kits

• Provide guidance and support on accommodation, emergency response, and cultural adaptation

• Contribute to social media updates and visual communication using Canva or similar tools

Key Outcomes:

1. Seamless experience for all inbound/outbound students

2. Timely, clear, and friendly communication

3. Visible online engagement with international partners