IP Assistant 27-28

Asfg; Región Centro; On-site; MXN 279,000 - 424,000; Full time

Job summary

ASFG in Mexico is seeking an Administrative Coordinator to support the Instructional Programs department with travel, procurement, and event logistics.

You will coordinate staff travel, process payments, manage licenses, and translate content as needed, while collaborating with teachers, librarians, and vendors to keep programs running smoothly.

Fluency in English and Spanish, accuracy, and strong communication are essential to thrive in this role.

Qualifications

• Bachelor degree required.
• Experience with purchasing and managing financial transactions.
• Experience arranging travel for groups of people.

Responsibilities

• Arrange staff travel, flights, and hotel reservations.
• Process payments and reimbursement requests.
• Coordinate with Purchasing for licenses and renewals.
• Liaise with teachers, library staff, and vendors to ensure smooth operations.

Skills

Fluent English

Organized

Strong communication

Service-oriented

Problem-solver

Education

Bachelor degree

Job description

Thank you for your interest!

At ASFG, we are deeply committed to our mission statement and learning goals. We believe that by nurturing purposeful learners, critical and creative thinkers, effective communicators, and engaged community contributors, our students—future leaders in Mexico and beyond—will develop the skills, understanding, and aspiration to shape a bright and sustainable future.

We value belonging and are committed to an ongoing process of cultivating a welcoming environment. This means continuously listening, learning, and adapting to ensure that every student and family feels seen, heard, and empowered to thrive.

Functions:

Professional Development

• External PD
  • Registers staff for workshops and conferences
  • Works with travel agent to arranges flight and hotel reservations for staff travelling for professional development
  • Calculates viaticos for staff travelling for professional development
  • Communicates with staff regarding the details of their flights, hotels, and viaticos
  • Makes payments for some of the above, and submits payment requests for some
  • Follows up to ensure payments were received
  • Meets with each travelling staff member to deliver viaticos and review related protocols
  • Collects and processes staff expenses reports
  • Coordinates AP Summer Institute registration process
  • Generates Masters degree agreement letters
  • Processes Masters degree reimbursements or payments

• PD Credit
  • Records the details of faculty’s PD activities, ensuring records are accurate and up-to-date.
  • Generates PD letters when teachers leave

Event Logistics

• Arranges food, room bookings and other logistics for all meetings, events, and PD that fall under the Instructional Program Department: LITT meetings, ASFG Green meetings, Learning Gardens meetings, AP Counselors meetings, SEL PLCs, Beginning Week IP trainings, all-day PD days, Curriculum Leaders meetings, Service Learning meetings and Empty Bowls.
• Processes payment for the food requested

Curricular Resources

• Liaises between teachers, warehouse staff, and the Instructional Programs director to help ensure teaching resources are delivered to their relevant locations and to field questions from teachers asking about their materials.
• Works with Purchasing staff to renew annual academic and library licenses, memberships, and subscriptions, and processes payments, some of which require placing a PO with vendors and establishing contact with vendors or reps to activate licenses.
• Records the licence renewals and terms on a tracking document
• Works with the Purchasing staff to arrange the purchases of some curricular materials, and purchases some curricular resources directly
• Arranges for the baja and removal of discarded curricular resources

External Testing Support

• Arranges for the courier pick-up of testing materials throughout the year
• Works with Purchasing staff to purchase and/or renew external testing licenses
• Assists Assessment Coordinator with payment of external tests

Libraries

• Assists the library staff with book purchases, materials requisitions, work orders, and equipment repairs

Translation

• Translates IP content (staff emails, presentations, documents, IP Parent Student Handbook sections, Study Abroad and Leave Year Paid emails and agreements)
• Translates ASFG Green emails and Service Learning emails and Assessment-related emails
• Translates all other Parent Student Handbook content that is not section-specific

Other Administrative Duties

• Submits payroll lists for IP department staff (Assessment Coordinator, ASAP staff, Technology Integration Coach, Library Staff)
• Arranges annual ticket purchases for the FIL and coordinates communication with FIL participants
• Works with the IP Director to review and check the IP operating budget.

Work Hours / Dates

Monday to Friday: 7:30 a.m. - 3:30 p.m.

Yearly Start/End Dates: This position reports for work on the Monday of the first week of August, and stops working on the Friday of the last week of June.

Qualifications:

• Bachelor degree
• Experience with purchasing and managing financial transactions
• Experience arranging travel for groups of people

Professional Skills:

• Fluent in English and Spanish
• Organized and detail-oriented
• Strong communication and interpersonal skills to interact effectively with others both inside and outside the organization
• Service-oriented
• Is a good problem-solver

Qualities:

• Demonstrates integrity and honesty in their work
• Demonstrates the willingness to take on new tasks and the ability to find solutions to challenges
• Cooperates with colleagues in an effective way, working collaboratively to achieve common goals, and fostering a positive and productive team environment