On-Site Summer Programs Coordinator

The Program Assistant position is a key on-site support role in our summer program at Brook Hill. Blending administration, logistics, and customer service, the Program Assistant helps keep things running smoothly to provide a well-run, welcoming, and attentive experience for our students and chaperones. The summer team member we’re searching for might be you! Are you… Equally as comfortable with spreadsheets and administrative tasks as you are engaging face-to-face with students, chaperones, and staff members? A natural relationship-builder who can acknowledge concerns and deescalate issues with care? Highly detail-oriented and organized with the ability to manage multiple competing priorities? An initiative-taker who is able to be calm, collected, and flexible when things don’t go as planned? A quick learner who is able to jump in and help wherever the program needs them? Looking for a full-time position that does not require on-campus housing? If this sounds like you, we think you would enjoy and succeed in the Program Assistant role! This is an hourly, full-time, and in-person position. The Program Assistant is responsible for providing administrative and logistical support to the management team, fielding and appropriately addressing inquiries from students and chaperones, and supporting on-campus operations and tasks such as group check-ins and check-outs. The Program Assistant works under the supervision of the Center Director. This is a full-time position and is not eligible for on-campus housing. Meals may be covered during working hours. About Us: At The Brook Hill Alliance (formerly PLUS), we operate a variety of international education programs including Brook Hill Study Tours, our English language study and travel program for international high school students across North America. Our students have the opportunity to take English classes and explore the surrounding regions while staying at North American colleges and universities. At Brook Hill, we are dedicated to creating vibrant, inclusive, and safe opportunities for students to grow academically, culturally, and personally. Time Commitment: The employment period is generally 6-8 weeks during the summer (mid-June to mid-August), depending on the needs of the campus. In the application, there is space to indicate and explain your availability during the summer months. The exact schedule and hours per week vary depending on the needs of the program, but will typically entail mornings and afternoons Monday through Saturday. Some evening work is likely, and occasional work may be available on Sundays. Peak hours can be expected when enrollment is highest, usually the last two weeks of July. Approximately 15 hours of online training must be completed/attended before arrival to the program site. Travel: Travel is not typically required for this role, but if necessary, all work-related travel during shifts will be provided and covered by Brook Hill. Travel to and from campus as part of your commute is not compensated. Costs related to parking may not be included, but complimentary parking permits may be available. Compensation: Pay scale is determined by campus location and program size. The pay scale for this position is: $17-$22per hour. Specific Duties and Responsibilities: The following is expected of the Program Assistant: Standard Expectations You will be responsible for understanding, adhering to, and enforcing all Brook Hill/campus policies and procedures, with tasks including but not limited to: Interacting with groups of international high school students and their group leaders in a professional, enthusiastic, and customer service-oriented manner Ensuring the safety of all participants and practicing appropriate emergency preparedness and response under Brook Hill protocols Communicating Brook Hill policies and procedures to participants with clarity, empathy, and respect Acting with discretion regarding participants’ sensitive or personal information, incidents, and concerns Assisting in duties other than the aforementioned and the following, as assigned and as they arise Administrative Responsibilities You will be responsible for supporting the logistical and organizational needs of the campus, with tasks including but not limited to: Supporting the timely workflow of program processes such as extra excursion requests/bookings, including tracking payments and communicating requests with Brook Hill Head Office Managing the distribution, tracking, and reconciliation of all participant per diems and/or gift cards Being responsible for appropriate use and documentation of Company card, if applicable Maintaining organization and safekeeping of program and participant documents including passports Attending staff meetings when scheduled Assisting in other administrative tasks as assigned by the management team and Head Office On-Campus Operations You will be responsible for supporting the management team and Activity staff with the execution of on-campus duties, with tasks including but not limited to: Assisting in arrival, departure, and changeover procedures including check-in/check-out procedures, room key and campus ID distribution, room checks, boxed meal pickup, campus tours, etc. Supporting the management team in liaising with campus partners and/or vendors regarding dining, housing, and facilities needs If needed, supporting the setup, breakdown, and occasional facilitation of leisure activities, including sports orientation and welcome activities, campus tours, talent shows, graduation ceremonies, and sports and recreation Assisting the management team as necessary and as requested Customer Service You will be responsible for contributing to the delivery of a high-quality international education experience for our clients, with tasks including but not limited to: Responding appropriately to students’ and group leaders’ concerns in a professional, enthusiastic, and customer-service oriented manner, including deescalation of conflicts with diplomacy and care Ensuring timely communication and follow-up with relevant stakeholders in regard to participant feedback In conjunction with the management team, conducting group leader meetings at the beginning of each session, welcoming them and providing an overview of the program Liaising with Academic Supervisor as needed regarding participants’ academic needs and concerns Knowledgeably guiding students to campus locations and resources as needed Qualifications and Desired Skills: Authorization to work in the U.S. required Must be 18 years or older High school diploma required Previous administrative experience required Previous customer service experience required Strong Command of Microsoft Excel and Google Drive required International and intercultural experience strongly preferred Experience in the hospitality and tourism industry strongly preferred Previous summer camp experience or work with minors preferred The successful candidate will be able to work individually and as a member of a team and have strong interpersonal and verbal communication skills. They will also have a strong work ethic, customer service and problem-solving skills, and be professional, personable, detail-oriented, positive, adaptable, self-motivated, proactive, creative, and able to work well under pressure. A cover letter expressing your interest in the role and outlining your strengths for the position is strongly preferred. Physical Demands: Do the essential functions of this job require lifting? Yes, 25 lbs. Do the essential functions of this job require standing? Yes Do the essential functions of this job require walking up stairs? Yes Do the essential functions of this job require stretching? Yes Do the essential functions of this job require bending? Yes #J-18808-Ljbffr The Brook Hill Alliance