Program Administrator

Organization: Associated Kyoto Program, Inc.

Title: Program Administrator

Anticipated Start Date: January 2024

 

JOB DESCRIPTION

Managed by a consortium of 13 US liberal arts colleges, the Associated Kyoto Program (AKP) is a nonprofit organization that operates a study abroad program located in Kyoto, Japan in partnership with its host institution, Doshisha University. Under the supervision of the Chair of the Board of Directors, the Program Administrator is responsible for managing the operations of the AKP’s US-based Office. This position acts as the primary liaison for students outside of Kyoto, home campus partners, and other US-based stakeholders.

 

DUTIES AND RESPONSIBILITIES

Administer all US-based components of the program in concert with the Chair.

• Manage the program’s application, interview, selection, and enrollment process
• Advise and guide students in all aspects of the enrollment, pre-departure, and re-entry process, including the visa application process and travel arrangements
• Administer the student accommodations process
• Coordinate the issuing of transcripts with the organization’s School of Record

 

Serve on the program’s Core Emergency Response Team (CERT).

• Assist with emergency support for students while abroad, which includes but is not limited to serving as the primary liaison with home campus partners and emergency contacts and managing the program’s 24-hour US-based emergency number

 

Ensure operations meet organizational expectations and education abroad best practices and are in full compliance with internal policies, agreements, and legal obligations.

• Conduct term-end program and course evaluations
• Develop and manage procedure and policies based on best practice research
• Continuously upgrade knowledge and skills to keep abreast of changing trends, issues, policies, and best practices in education abroad
• Contribute to the organization’s long-term planning, strategic goals, and process improvement

 

Lead outreach to increase awareness of the program and its offerings.

• Publish and disseminate marketing materials
• Maintain and manage social media accounts
• Promote the program through online information sessions and participation in study abroad fairs

 

Support the fiscal and corporate management of the nonprofit organization.

• Process all financial invoices, requests, and disbursements

• Monitor and maintain US-based budget
• Participate in annual audit and tax filing processes
• Ensure the organization’s compliance with federal and state level nonprofit requirements

 

Assist with the administration of the Visiting Faculty Fellowship program, Doshisha Visiting Fellowship program, and AKP scholarships for Doshisha exchange students.

• Advise Visiting Faculty Fellows in matters related to their fellowship stipend, visa application, and travel.

• Provide application guidance and support to Doshisha University students interested in studying abroad at an AKP consortium institution

 

Assume other duties as needed.

• Develop program alumni network and keep alumni records up to date
• Administer the AKP website and Moodle site
• Coordinate IT management of the organization with contracted IT firm

 

 

QUALIFICATIONS AND SKILLS

Minimum Qualifications:

• Bachelor’s degree
• Three (3) years of experience in international education or a related field

 

Preferred Qualifications:

• Master’s degree in international education, education, international studies, area studies, or a related field
• Japanese language skills (JLPT N2 or higher)
• Experience studying, living, and or/working abroad
• Experience in working with study abroad programs managed by a higher education institution (HEI) or a third-party program provider
• Experience in risk management or crisis emergency response in an education abroad context
• Experience in managing finances and budgets

 

Essential Knowledge, Skills, and Abilities:

• Excellent organization skills and attention to detail
• Excellent problem-solving and analytical skills, as well as critical thinking ability
• Excellent English language communication skills, including oral, written, presentation, and interpersonal skills
• Ability to use initiative, independent judgement, tact, and diplomacy
• Ability to work in an unsupervised environment while managing multiple overlapping projects and deadlines
• Ability to create strong working relationships with diverse audiences, including with staff and faculty at partner institutions, students, and parents/guardians
• Ability to use and learn a wide range of software, such as Microsoft Office Suite (Excel, Word, PowerPoint), Google Workspace, and graphic design software (e.g. Adobe Creative Cloud, Canva)

 

WORK SCHEDULE AND TRAVEL

This position is a full time, exempt level position. Regular office hours are around 9:00 AM – 5:00 PM. Availability to occasionally work after regular office hours is required; this position can expect to occasionally join online meetings with the AKP Kyoto Center in the evening and must be on-call to respond to emergencies and answer AKP’s US-based emergency line during the academic year (late August through late April).

 

Availability for travel within the U.S. and Japan is also required. This position travels to Board of Directors and Executive Committee meetings at member colleges three times a year and conducts onsite visits to the AKP Kyoto Center up to twice a year. This position may also be requested to represent the program at events hosted at partner institutions. Travel may include weekends.

 

APPLICATION DEADLINE AND OTHER INFORMATION

Review of applications will begin 15 November 2024 and continue until the position is filled. Applicants must be authorized for unrestricted employment in the United States. Please email a resume, cover letter, and contact information for three references to Professor Erik R. Lofgren, Chair of the AKP Board of Directors, at lofgren@associatedkyotoprogram.org

 

AKP is an equal opportunity employer committed to excellence through diversity.