Associated Kyoto Program
**Organization:** Associated Kyoto Program, Inc.
**Position Title:** Program Administrator
**Expected Start Date:** January 2024
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**JOB DESCRIPTION**
The Associated Kyoto Program (AKP) is a nonprofit organization overseen by a consortium of 13 U.S. liberal arts colleges. It offers a study abroad experience in Kyoto, Japan, in collaboration with Doshisha University. The Program Administrator, supervised by the Chair of the Board of Directors, manages the operations of AKP’s U.S. Office. This role serves as the primary contact for students outside Kyoto, home campus partners, and other U.S.-based stakeholders.
**DUTIES AND RESPONSIBILITIES**
– Oversee all U.S.-based components of the program alongside the Chair.
– Handle application, interview, selection, and enrollment processes.
– Provide comprehensive advice to students throughout their enrollment, pre-departure, and re-entry stages, including visa applications and travel.
– Facilitate student accommodation arrangements.
– Coordinate transcript issuance with the organization’s School of Record.
– Participate in the program’s Core Emergency Response Team (CERT).
– Offer emergency support for abroad students, liaising with home campus partners and emergency contacts, and managing the 24-hour U.S. emergency line.
– Ensure program operations align with organizational standards and education abroad best practices while complying with internal policies and legal obligations.
– Conduct evaluations of programs and courses at the end of each term.
– Develop and refine procedures and policies based on best practice research.
– Stay informed of evolving trends, issues, policies, and best practices in education abroad.
– Contribute to long-term planning, strategic objectives, and process improvements.
– Lead outreach efforts to promote program awareness.
– Produce and distribute marketing materials.
– Manage and maintain social media presence.
– Promote the program via online sessions and participation in study abroad fairs.
– Support the fiscal and corporate management of the nonprofit organization.
– Process financial invoices, requests, and disbursements.
– Oversee and manage the U.S.-based budget.
– Engage in annual auditing and tax filing.
– Ensure compliance with federal and state nonprofit regulations.
– Assist in administering the Visiting Faculty Fellowship, Doshisha Visiting Fellowship, and AKP scholarships for exchange students.
– Advise Visiting Faculty Fellows on stipend, visa, and travel matters.
– Provide application support for Doshisha University students aiming to study abroad at an AKP consortium institution.
– Undertake additional responsibilities as required.
– Develop and maintain an alumni network and keep records updated.
– Administer the AKP website and Moodle platform.
– Coordinate IT management with the contracted IT firm.
**QUALIFICATIONS AND SKILLS**
Minimum Qualifications:
– Bachelor’s degree
– Three years of experience in international education or a related field
Preferred Qualifications:
– Master’s degree in fields relevant to international education or studies
– Proficiency in Japanese (JLPT N2 or higher)
– Experience studying, living, or working abroad
– Experience with study abroad programs within higher education institutions or third-party providers
– Experience in education abroad risk management or crisis response
– Experience in financial and budget management
Essential Knowledge, Skills, and Abilities:
– Strong organizational skills and attention to detail
– Excellent problem-solving, analytical, and critical thinking abilities
– Exceptional English communication skills, both oral and written
– Ability to exercise initiative, independent judgment, tact, and diplomacy
– Capacity to work independently while managing multiple projects and deadlines
– Ability to build effective relationships with diverse audiences
– Competence in using various software, including Microsoft Office, Google Workspace, and design software like Adobe Creative Cloud and Canva
**WORK SCHEDULE AND TRAVEL**
This full-time, exempt position generally requires office hours from 9:00 AM to 5:00 PM. Flexibility for occasional evening work is necessary for online meetings with the AKP Kyoto Center and responding to emergencies during the academic year (late August to late April). Travel within the U.S. and Japan is required, including Board and Executive Committee meetings at member colleges three times a year and visits to the AKP Kyoto Center up to twice a year. Weekend travel may also be needed for events at partner institutions.
**APPLICATION DEADLINE AND OTHER INFORMATION**
Application review will begin on 15 November 2024 and will continue until the position is filled. Applicants must have authorization for unrestricted employment in the U.S. Please email your 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 dedicated to fostering diversity and excellence
To apply for this job please visit jobregistry.nafsa.org.