Administrative Intern Hoboken

Job Description
This is a temporary, residential position. You will assist with the daily operations of our intense but incredibly rewarding program, counsel, and supervise international teenagers and young adults by supporting the academic team, the excursion team, and our clients (students and chaperones).

Locations and Camp Dates:

• New York: Stevens Institute (Hoboken Campus). Camp Dates: July 6th - August 3rd

Job Description

Your key tasks will consist of, but not be limited to:

Student Supervision:

• Act in loco parentis to ensure and maintain student discipline, welfare, safety, and security at all times.
• Make sure students adhere to the YES USA Student Code of Conduct.
• Inform management immediately if there are any issues and initiate appropriate disciplinary actions.

Academic Support:

• Follow up with students/agents on missing English placement tests.
• Prepare weekly student rosters and distribute them to teachers.
• Assist teacher with technology in the classrooms.
• Check student attendance and help follow up on absences.
• Make and print out student end-of-course certificates.
• Make copies of teaching and student materials, whenever required.
• Assist the ESL department with any requests/problems they may have.

Excursion/Activity Support:

• Confirm existing bookings or assist in placing new orders to book tickets to excursion sites.
• Help order MetroCards.
• Assist activity counselors in preparing for excursions/activities.
• Help manage departures for excursions and solve any problems.
• Lead excursions, in case of emergencies, and take pictures/videos of students.
• Help plan and coordinate on-campus games and activities.
• Assist the excursion team with any requests or problems they may have.

Meal Duties:

• Supervise students during mealtimes on campus by ensuring they behave appropriately (e.g. clean up after themselves, do not take any food out, etc.) and help solve any issues.
• Liaise with the cafeteria and provide any information they may request.
• Manage food deliveries on campus from ordering to food distribution, and cleaning up a dining area, etc.
• Keep track of inventory for food deliveries.
• Research local cafés/restaurants within the budget where students can eat
• Make reservations for group dinners.

Arrival/Departure Responsibilities:

• Check student Pre-Arrival paperwork and send follow-up emails to agents,students, or parents.
• Liaise with YES USA agencies as well as the hosting institution in preparation of room matchings, student IDs, etc.
• Assist in preparing for arrival/departure days (e.g. room inspections, welcome packets, new student orientation, and campus tour, etc.).
• Book and coordinate arrival/departure airport transfers.
• Meet and greet students at the airport and accompany them to the campus via private shuttle or taxi, whenever needed.
• Help new students check in and settle in.
• Assist with student room inspections and check-outs on departure days.
• Update welcome presentations and set up rooms for student orientations
• Collect student pictures/videos, prepare fun video presentations, and set up a room for end-of-course ceremonies.

Administrative/Miscellaneous

• Participate in setting up and closing down summer school.
• Help in purchasing office/camp supplies and managing the inventory.
• Answer phone calls, emails, and messages.
• Keep the school database updated.
• Liaise with the hosting institution and YES USA agencies and assist with any questions/requests.
• Assist students/chaperones with any questions/requests.
• Wash YES USA T-Shirts, whenever needed.
• Coordinate linen exchange and room cleaning.
• Collect pictures and videos and regularly update them our social media.
• Make sure the office/common areas are tidy.
• Open and close the office for the day.
• Assist in taking care of sick students (order/deliver food to sick students, accompany to the hospital, regularly check on them, etc.).
• Attend and actively participate in all staff meetings and professional development workshops.
• Complete additional administrative tasks, including help in the daily operation of the camp, running errands, etc.
• Assist at any time, whether on duty or not, with emergency situations.
• Manage any problems or incidents and report to the management team.
• Assist in updating staff manuals.

Requirements:

• Currently enrolled in an accredited US university
• Effective written and oral communication skills.
• Legal authorization to work in the United States.

Qualities:

• Positive attitude.
• Proactive behavior.
• Good teamwork skills.
• Endless enthusiasm and energy.
• Fun and outgoing personality.
• Excellent communication skills.
• High level of responsibility and authority.
• Punctuality.
• Strong organizational skills.
• Independence and strong problem-solving skills.
• Strong customer service ethics.
• Ability to grasp new concepts and apply them quickly and efficiently.
• Ability to remain calm under pressure and always show a positive attitude to clients even when problems and emergencies arise.
• Flexibility in terms of work assignments.
• Flexible approach towards working nights, weekends, and holidays during our short-term program.

Hours:

• 6 working days per week
• 48 hours per week in NY and California
• 54 hours per week in Miami

Compensation and Benefits:

• Salary: $300 per week, paid on a bi-weekly basis.
• Housing: Accommodations provided on campus in a shared dorm
• Professional Experience: Gain hands-on experience working alongside the management team in a dynamic, international summer camp environment.
• Networking: Connect with experienced educators, camp leaders, and fellow interns from diverse backgrounds.
• Memorable Summer: Live and work in fun, camp environment in one of our three locations across the US.

Application Procedure:

Prior to offering a job to selected candidates, YES USA will:

• Complete a reference check (names and contact details of three references are required).
• Run a background check.

Upon signing a job offer, successful candidates will be required to:

• Submit a copy of your university transcripts along with other new hire paperwork.