Program Assistant

Institute For Study Abroad•Manoa, HI

2d•$23•Onsite

About The Position

IFSA is seeking a part-time Program Assistant to support IFSA summer programs at the University of Mānoa in Hawaiʻi. This role provides both pre ‑ arrival and on ‑ site support for students, including assisting with program orientations and arrivals, coordinating cultural engagement opportunities that enrich and deepen the student experience, supporting student housing registration and logistics, and organizing co ‑ curricular activities and excursions. The Program Assistant will also serve as a point of contact for students during the program, collaborate with IFSA staff and local partners, and contribute to the smooth day ‑ to ‑ day operations and overall success of the program. IFSA (Institute for Study Abroad), a US-based nonprofit organization, creates global learning environments to help students gather the critical perspectives, knowledge, and skills essential for future success. We believe that a global learning experience is an essential part of a student’s learning journey. With innovative programming and world-class support, IFSA delivers future-focused study abroad options in 18 countries and 48 cities around the globe. Our commitments to inclusive excellence , intercultural agility , individualized learning and enduring impact are present in every aspect of our programs. Inclusion is a driving passion of our organization. We are committed to building a community where the thoughts and opinions of all team members are valued and contribute to our collective success, just as we build programs with the same focus. If you share our unwavering commitment to Inclusive Excellence and want to join a community that actively strives to improve in all that we do, IFSA is the place for you.

Requirements

Experience with social media platforms used by US college aged students
Deep knowledge of Microsoft Office systems including PowerPoint, Word, Outlook required
Advanced skills in working with Excel including design of pivot tables desired
Knowledge of CRMs, specifically Salesforce desired
2 years of work experience in study abroad or work experience in sectors such as education, tourism, event planning, or hospitality
Strong time management and planning skills, with the ability to work independently to execute time-sensitive tasks and duties successfully
Strong attention to detail in creating internal and external documents and in managing program and administrative data
Strong digital competencies, including the ability to engage with multiple systems and our database platform, Salesforce.
Ability to cultivate and model practices and behaviors that reflect IFSA’s organizational commitments of inclusive excellence, intercultural agility, individualizedlearningand enduring impact
Proven ability to work well in a team and to engage effectively with colleagues across an organization
Ability to engage with and support students with diverse lived experiences including students of color, students with mental and physical disabilities, first-generation college students, and LGBTQIA+ students
Flexibility and ability to adapt and thrive in ambiguous and changing situations and to shift focus and reprioritize work as needed
An ability to respond calmly and professionally to emergency situations
General knowledge of university system in Hawaii
Undergraduate degree is preferred
The legal right to work in the United States isrequired

Responsibilities

Coordination with Student Engagement team on duties related to pre-arrival, housing, medical forms, flight details, missing application items, etc.
Support student health and safety issues before arrival and onsite
Design engaging orientation activities/events aligned with IFSA’s commitments
Booking venues, guest speakers, cultural / socialeventsand excursions
Liaising with host university faculty and study abroad offices to align on program needs
Managing rosters, budgets, and relevant health and safety information using Salesforce
Attending and delivering pre-departure orientations to prepare students for experience
Developing program handbooks for pre-arrival and onsite distribution
Participating in emergency response protocols while supporting program delivery only
Coordinate and support planning and delivery of excursions, cultural and co-curricular activities, and other events as needed
Monitor student's integration and well-being through regular communication and in personcheck-ins
Contribute to emergency response and student incident management based on established protocol
Initial point of contact for general student inquiries
Collect student stories/testimonies/photos for Marketing purposes
Duties assigned by SE and RD, to assist with student services and overall program operations