Job Title: Program Administrator
Responsible to: Operations and Programs Manager (OPM) or International Programs and Development Director (IPDD)
Hours and Location: This is a fixed-term position for 30-40 hours per week commencing early January 2025 until 27 June 2025 that will be based in Christchurch, New Zealand. Office hours are nominally between 8.30am to 5pm Monday to Friday, with some requirement to work additional hours outside of these times while programs are running and in the immediate period beforehand, as required.
About AUIP: American Universities International Programs (AUIP) Ltd is a small business and a tight-knit team that provides academic support and seamless logistics for outstanding faculty-led study abroad programs in the South Pacific. We work with universities to develop experiential programs across academic disciplines that equip students to engage globally, live sustainably, and work cross-culturally. See www.auip.com for more about our programs and services.
Remuneration: Commensurate with experience
Core Tasks: Assisting the Program Coordinators with tasks as required, including but not limited to:
Assisting with preparation and editing of program materials, such as itineraries, risk management plans and in-country handbooks Compiling/updating rooming lists, coach schedules and meal pre-order formsAssisting with preparation of marketing materialsManaging participant enrolment form collection, including reviewing forms for completeness and follow-up for any missing documentationAssisting with preparing and organising program materials, such as emergency cards and first aid kits, ready for sending according to deadlinesOrganising grocery orders for groups as neededResearching new restaurant, classroom, and activity options as requiredGenerating/updating student evaluations and preparing summaries of survey dataRequesting new pricing and documentation from suppliers. Filing, adding supplier pricing to budgets and updating supplier information in the company's CRMMaintaining a written record of all correspondence with suppliers; answering emails and telephone queriesRequesting insurance certificates and audit documentation from suppliers to complete program risk management requirementsMaintaining electronic file management and other administrative tasks, to support the teamSupporting other program logistics projects on an as-needed basisProviding exemplary customer service and acting professionally, at all times. This may include wearing formal business attire or company clothingOther tasks as and when required to ensure thorough preparation for the programsAssisting on-the-ground with programs as required. Tasks may include administrative duties and ensuring program logistics run smoothly. Personal Profile: Required skills and attributes: Exceptional attention to detailExcellent organizational, multi-tasking and time management skillsDemonstrated ability to manage competing prioritiesExcellent communication skillsAbility to take initiative and solve problems quickly and efficientlyAbility to write clearly and concisely and edit written documentsProficient with Microsoft 365 Word, Excel and OutlookAbility to work independently without direct supervision Ability to work well under pressure and be able to meet deadlinesFlexibility to be able to work additional hours during busy periods Desired skills and attributes: Logistics or travel industry experienceExperience with Microsoft 365 , Forms, PowerPoint and SharePointExperience in and/or knowledge of the study abroad industry and/or tourism A good general knowledge of the geography, culture and environment of New Zealand and Australia