Aug 25

Job: Program Advisor – IES Abroad (Indiana, USA)

Posted by Sydney Sparrow. Click here to join the JETwit Jobs Google Group and receive job listings even sooner by email.

Position: Program Advisor
Posted by: IES Abroad
Location: Indianapolis, IN, USA
Contract: Full-Time

Thanks to JET alum Mya Fisher (Kanagawa-ken) for the following job listing:

Program Advisor – Japanese Language Skills Required

Status: Full-time/exempt

Schedule: M-F, 8:30 – 5:00, including occasional evening and weekend work based on seasonal business needs/position requirements.

Note: This is an exempt position, and due to the time difference between Indianapolis and the Country Offices, there may be a need to work outside of core hours. Early-morning hours may be necessary on occasion.

Reports to: Associate Director, Program Management

Direct Reports: None

Start Date: ASAP

Location: Indianapolis, IN, USA

Summary of Position

The Study Abroad Foundation (SAF) HQ Program Advisor serves all students who apply and/or are admitted to SAF study abroad programs.  Each student demands unique services and requires a thorough review of his/her application and a timely admission decision.  Servicing students includes collecting, organizing and clarifying data and information throughout the application and pre-departure process so that it is clear, informative and adds value to the study abroad experience.  Post arrival, the HQ Program Advisor provides on-going student services and support for the duration of an SAF students’ participation in their program.  In addition, the HQ Program Advisor maintains university relations with his or her set of host universities and accurate program information related to each host university.


Essential Job Responsibilities & Duties

Applications and Student Services

  • Maintain accurate student records during each step of the admission, pre-departure, arrival and program duration including student application status, immigration documents, housing arrangements, arrival coordination, orientation information and updates the student database accordingly in a timely manner
  • Advise CO staff on student inquiries as related to student qualifications for a specific host university
  • Provide on-going support to CO and HQ staff on issues related to student housing, arrivals, deadlines, policies and protocols
  • Field all student inquiries for all issues related to course registration, grading, and host university transcript including ordering host university transcripts at the end of the students’ program
  • Complete, review and submit complete university application including all supporting documents required
  • Arrange and contract with on-campus and/or off-campus accommodations and meal plans university services and external providers.
  • Coordinates student early-arrival accommodations and transportation to host universities.
  • Arrangement and submission of necessary student health services documentation (insurance, immunizations, health forms)
  • Answer inquiries regarding student accounts and resolve issues regarding payments
  • Work collectively with the financial and student accounts office of HQ and host universities to maintain accurate financial records and resolve student outstanding financial obligations
  • Plan social and/or cultural events for students during their study abroad period

Host University Information Management and Relations

  • Maintain accurate and up-to-date information on select set of SAF host universities and programs including admission requirements, host university contacts, university services and procedures
  • Answer program-related inquiries from the SAF COs, student and university representatives
  • Update all SAF colleagues on important changes or developments at host universities
  • Provide on-going support to CO and HQ staff on issues related to host university admission, housing, arrivals, deadlines, policies and protocols
  • Assist Communication Advisor in revision and updates to all program materials and relevant SAF publications as requested/necessary
  • Work collectively with the COs, HQ Finance, and Communications Advisor to edit program information and contacts as needed
  • Facilitate distribution of sponsorship letters to host universities
  • Schedule host university site visits to maintain positive relationships with university contacts and departments

Experience & Qualifications/Skills

  • 2+ years’ experience in an administrative role
  • Strong computer skills including but not limited to webpage content management, Microsoft Office, and database skills
  • Proficiency in Japanese language required, additionally, Chinese language would be helpful
  • Extremely strong interpersonal skills
  • Excellent written and verbal communication skills
  • Experience working with multiple cultures.
  • Strong problem solving skills. Ability to exercise sound judgment when handling a variety of issues.
  • Strong self-direction and initiative skills
  • Ability to be flexible and adaptable in a changing environment. Ability to cooperate with all stakeholders. Ability to work both independently and as a team player.
  • Ability to organize and prioritize multiple projects simultaneously and to meet deadlines. Strong attention to detail with the capacity to maintain accurate records
  • Strong organizational skills

Additional Information

  • Experience living and / or working or studying abroad desirable
  • 25% travel required of this position

Education Licenses and/or Certifications

  • Bachelor’s degree or equivalent work experience

Physical Demands/Working conditions/environment

  • Ability to remain in a seated position for the majority of the day (between 70% -100% of work time) in a workstation
  • Work for extended and continuous periods operating a computer, phone and other office equipment i.e., a calculator, copier, and computer printer (between 70% -100% of work time)
  • Need to occasionally move about office to access file cabinets from 10% to 15% of work time
  • Ability to lift or move supplies, equipment, boxes, documents and materials weighing up to 40lbs from 10% to 15% of work time in office
  • Must be able to communicate via phone, email and in-person with SAF employees, students and  host universities for the majority of the day (between 70% -100% of work time)
  • This position may also work occasional evenings and weekends based on seasonal business needs/position requirements
  • Due to the open plan environment, this workspace may experience varying noise levels
  • Must be able to work in the Indianapolis office on a daily basis
  • Position requires the possession of the SAF Emergency phone at least once every 4-8 weeks
  • And travel determined, as needed by manager approximately 2-5 times each semester

Fiscal Responsibilities

Responsible for following SAF policies regarding any purchases and/or travel, if required, made via company credit card as well as processing expense reports in a timely and accurate manner


This job description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The duties above are not to be considered a complete list of duties and responsibilities assigned to this position.

Application Deadline: Open until position is filled. No phone calls or emailed status inquiries accepted.

How to Apply:

All applicants should submit an application including cover letter, resume and salary requirements by clicking ‘Apply Now’ at the right hand side of this page.

Please visit for more information about working at IES Abroad.

Equal Opportunity Employment:

IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employee’s abilities and promoting workforce diversity.

We are committed to a policy of equal opportunity and do not discriminate on the basis of race, color, religion, sex (including pregnancy), disability, age, national origin, citizenship, gender, gender expression, gender identity, sexual orientation or genetic information or veteran status and/or any other status protected by applicable laws.

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