Program Assistant (Rome, Italy)

Institute for Study Abroad, Inc.; Roma; Hybrid; EUR 17,000 - 25,000; Part time

Benefits offered by this job

Flexible work arrangements

Work-life balance

Professional development opportunities

Job summary

IFSA Institute for Study Abroad in Rome is seeking two Program Assistants for a part-time, defined-term role (20 hours/week) from December 2026 to May 2027. You will handle logistical, operational and cultural integration tasks, accompany field trips, and support students throughout their stay in Rome.

You should have 1–2 years of work experience, enthusiasm for IFSA's mission, strong organizational skills and the ability to engage a diverse student community; knowledge of Rome is a plus.

Qualifications

• 1–2 years of work experience.
• Passion for IFSA's mission and commitments.
• Strong organizational and project management skills.
• Ability to support diverse student populations.
• Ability to respond calmly to emergencies.
• Good knowledge of Rome and local context.

Responsibilities

• Assist with cultural and social integration activities for students.
• Provide ongoing program support, including logistics and bookings.
• Contribute to incident management and reporting via the CRM.
• Assist with financial documentation and post-program reviews.
• Support emergency response and student welfare procedures.

Skills

Organization

Project management

Student support

Emergency response

Cultural awareness

Communication skills

Tools

Salesforce

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Assistant (Rome, Italy)

Italy Part Time Italy - Rome, Rome, Roma, IT

4 days ago Requisition ID: 1319

Program Assistant

• Contract Type: Part time, Defined Term; 20 hours/week, December 2026 – May 2027
• Benefits: Enjoy flexible work arrangements, an appreciation for work/life balance, and professional development opportunities
• Reports to: Italy Programs Director, based in Rome

Position Overview

Are you a life-long learner, curious about the world around you?

Are you ready to bring your unique skills to a mission-driven organization?

Do you enjoy being a part of a student’s journey of personal, academic and intercultural growth?

If so, we would love to welcome you to our global community!

We are seeking two Program Assistants to join our Rome team. In this role, you will be responsible for logistical, operational, and cultural integration tasks (confirming activities and bookings, accompanying field trips and site visits, communicating with students and faculty) ensuring that all programme activities are well-organized and that students receive the necessary support during their stay in Rome. All programmes include day trips and overnight excursions that take place at varying times (including evenings and weekends), which the Custom Program Assistant is required to support.

IFSA (Institute for Study Abroad), a US-based nonprofit organization, creates global learning environments to help students gather the critical perspectives, knowledge, and skills essential for future success. With innovative programming and world-class support, IFSA delivers future-focused study abroad options in 19 countries and 48 cities around the globe. Our commitments to inclusive excellence , intercultural agility , individualized learning and enduring impact are present in every aspect of our programs.

Inclusion is a driving passion of our organization. We are committed to building a community where the thoughts and opinions of all team members are valued and contribute to our collective success, just as we build programs with the same focus. If you share our unwavering commitment to Inclusive Excellence and want to join a community that actively strives to improve in all that we do, IFSA is the place for you.

In this position, the standard duties include, but are not limited to:

Cultural and Social Integration:

• Act as an ambassador for IFSA and the country and share enthusiasm for local culture.
• Help students feel welcome and assist with understanding the local culture and environment.
• Support students with practical tasks such as navigating public transport and getting a phone plan if necessary.

Ongoing Program Support:

• Accompany students to activities, events, and excursions, including activities outside of Rome.
• Ensure classroom spaces are properly equipped.

Incident Management and Reporting:

• Manage student incidents through IFSA’s CRM, SalesForce , and liaising with the Custom Program lead and Site Director.
• Ensure students have downloaded and registered on the Alert Media App.

Financial Management and Post-Program Review:

• Document all spending, save receipts, and prepare a spending report.
• Create a post-program document outlining what went well (WWW) and what could be even better if (EBI).

Emergency Response and Student Welfare:

• Attend and review relevant training materials - including Health and Safety 101, Prevent, and Emergency Response.
• Contribute to emergency response and student incident management based on established protocols.

Requirements

• One - two years of work experience.
• Contagious enthusiasm for IFSA’s mission, vision and commitments.
• Sound organizational and project management skills.
• Success in engaging with and supporting students with diverse lived experiences including students of color, students with mental and physical disabilities, first-generation college students, and LGBTQIA+ students.
• An ability to respond calmly and professionally to emergency situations.
• General knowledge of the city of Rome.
• The legal right to work in Italy, physically reside in Rome

We know there are great candidates who won’t check all of these boxes, and we also know you might bring important perspectives, experiences and skills that we haven’t considered.

Physical and Work Environment

• Working on a computer, placing phone/video calls.
• Required to navigate and travel around the city and for excursions, potentially outdoors in the heat or rain
• Occasional physical activities such as arranging chairs/tables in conference room settings.
• Some work on the weekend or in the evening, as well as nights (up to 3) away from Rome, depending on scheduled activities.

In your cover letter, offer a compelling “Why” statement as to your suitability to the role using the job responsibilities and organizational commitments as a framework.

Review of applications will begin immediately, and the position will remain open until filled.

IFSA is an equal opportunity employer, and our hiring process is inclusive of all genders and gender expressions, races and ethnicities, ages, religions and sexualities as well as veterans and people with disabilities.