AYA Seasonal Program Assistant

Summary

The role of the Program Assistant with Academic Year in America is to support student services, field staff and compliance operations. Program Assistant will assist with host family recruitment and placement, compliance and paperwork review, and general administrative duties as assigned. This role provides general support to all departments and duties may shift according to division goals and seasonal needs. This role is often a starting point for advancement within AYA. The ideal candidate for the Program Assistant position will be flexible, curious, and adaptable to the needs of the program based on season.

The right candidate will possess the following characteristics:

• A self-starter; able to work independently and anticipate customer needs

• This position requires a positive attitude and genuine appreciation for people and relationship building.

• The ability to prioritize and stay organized while working in a fast-paced environment.

• A willingness to work additional hours and put in the time necessary to meet goals- a mission driven mindset is key.

• Ability to manage goals and meet weekly/monthly deadlines.

Essential functions to all areas of program support and administration:

1. Timely and proactive collection, review and processing of vetting paperwork including running criminal background checks.

1. Maintain an accurate and clean database of placement records across all systems.

1. Ensure student applications are updated and completed with all required forms.

1. Contact host family leads, high schools, and Local Coordinators to support placement efforts.

1. Provide exceptional customer service. Respond to all customers, Local Coordinators, and Overseas Partners promptly and professionally.

1. Clear and timely communication with team members and department heads.

1. Answer all calls and ensure that callers are routed to the appropriate staff member or that the matter is resolved to the best of your ability.

1. Keep managers informed about any issues related to program compliance.

1. Perform any other administrative tasks as needed.

Other Requirements:

1. Emergency duty on a rotating basis.

1. Evening hours during peak season.

1. Occasional travel to conferences, orientations and field visits as needed/requested.

1. Other duties as assigned by supervisors.

Strongly Preferred Skills & Experience:

1. Bachelor's degree or 5+ years of relevant experience

1. Proficient in Microsoft Office

1. Demonstrated success in customer service role(s)

1. Previous administrative experience (preferred)

1. Critical thinking skills; the ability to trouble shoot and identify resources to solve problems.

1. Strong spoken and written communication skills; the ability to clearly and concisely convey information quickly via phone, email and in-person as appropriate.

Work Environment

This job operates in a professional hybrid environment; currently three days in Stamford office; 2-3 days remote work. Schedule may be subject to change.