Program Assistant (Rome, Italy)

Institute For Study Abroad; Roma; On-site; EUR 21,000 - 30,000; Part time

Benefits offered by this job

Flexible work arrangements

Work-life balance

Professional development opportunities

Job summary

Institute for Study Abroad (IFSA) seeks two Program Assistants to join the Rome team. You will handle logistical, operational, and cultural integration tasks, supporting students during their stay in Rome.

The roles include day trips and weekend activities with evenings and occasional nights. Two positions report to the Italy Programs Director, with flexible work arrangements and potential professional development opportunities.

Qualifications

• One–two years of work experience.
• Enthusiasm for IFSA’s mission and commitments.
• Strong organizational and project management skills.
• Ability to engage with diverse student groups including international students.

Responsibilities

• Act as an ambassador for IFSA and assist with local culture integration.
• Accompany students to activities, organize and confirm bookings, and support logistics.
• Manage incidents and communicate with program leads using IFSA’s systems.
• Document spending and prepare post-program reports, including WWW/EBI.
• Assist with emergency response and student welfare following established protocols.

Skills

Intercultural communication

Student support

Organizational skills

Emergency response

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

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.