Program Advising Assistant

IES Abroad; Chicago (IL); Hybrid; USD 65,761,000 - 88,971,000; Full time

Job summary

The Program Advising Assistant position at IES Abroad in Chicago supports the Program Advising team for approximately 85% of the time and the Office Services team for about 15% of the time. You will handle student and family inquiries by phone, email, and virtual meetings, and assist with enrollment tasks and reception duties during office hours.

With at least one year of administrative or student support experience and proficiency in Microsoft Office, you will contribute to data audits, process

Qualifications

• Minimum one year of administrative and/or student support services experience.
• Basic Microsoft Office application skills required; database and phone systems experience preferred.
• Strong written and verbal communication skills (on-phone & in-person)
• Must be courteous, professional, helpful, and able to work well under pressure
• Must be able to work effectively and independently, with minimal supervision
• Ability to demonstrate values and promotion of diversity, equity, inclusion, and anti-racism required.
• Strong attention to detail with the capacity to maintain accurate records
• Ability to learn new systems quickly and handle projects independently
• Ability to prioritize multiple projects simultaneously and to meet deadlines
• Creative and independent problem-solving skills
• Exceptional team player: proactive and responsible, with the ability to assimilate and manage information rapidly from multiple information sources
• Able to lift at least 15 lbs
• Regular and predictable attendance is an essential function of this position

Responsibilities

• Assist advising team with outbound and inbound calls and emails to students and families about IES Abroad program predeparture processes or requirements, such as application processes, course pre-registration, visas, housing, etc.
• Assist advising team and management team with ongoing and ad hoc projects as needed.
• Provide support for data audits.
• Monitor and answer active switchboard during full-time receptionist breaks and PTO; provide friendly and helpful service to callers; route calls to the correct party.
• Knowledgeable of the business processes and organizational structure in order to accurately and efficiently route calls and provide information about the organization to callers.
• Assist with office services administrative tasks several times per year including shipping and/or production projects, as requested.
• Commit to and demonstrate values and promotion of diversity, equity, inclusion and anti-racism.
• Any other task or duty as assigned or required

Skills

MS Office

Communication

Independent work

Team player

Education

Bachelor’s degree

Tools

Database systems

Phone systems

Job description

Status: Full-time, non-exempt

Schedule: Business hours are 8:30 am – 4:30 pm CST, Monday - Friday. 37.5 hours per week during office hours

Reports to: Program Advising Manager

Direct reports: None

Start date: ASAP

Location: Chicago, IL, USA (hybrid)

About Us:

IES Global is a not-for-profit study abroad and internship provider dedicated to transforming the lives of nearly 10,000 students annually through unparalleled study abroad experiences. From our headquarters in Chicago, we offer 400+ programs in 85 locations worldwide, partnering with 500 colleges and universities to create authentic educational experiences that exceed expectations.

IES Global comprises a collective of brands including IES Abroad, IES Internships, Customized & Faculty-Led Programs, and the Study Abroad Foundation (SAF). We champion meaningful academic and cultural education, integrate diverse perspectives, prioritize student health and safety, and strive to better the world through our Global Good Commitment.

For nearly 75 years, we have been a trusted leader in global education, committed to diversity, equity, inclusion, and anti-racism. We actively recruit underrepresented students and provide millions in scholarships each year, celebrating a diverse student body that reflects the vibrant cultures we engage with. Our commitment extends to our diverse team, fostering an inclusive, welcoming workplace where talents from various backgrounds collaborate and grow.

Join us at IES Abroad and become part of a community dedicated to creating global leaders and life-changing experiences.

Overview:

The Program Advising Assistant supports the work of the Program Advising team, approximately 85% of the time, and the Office Services team, approximately 15% of the time. The position will support program advising responsibilities, including advising students and families by phone, email, and virtually; will be responsible for tasks that help to advance enrollment goals; and will support other departmental projects and activities. This position will have reception duties answering incoming calls, led by the office services team, each workday for one hour, and will serve as receptionist on full days, as required by the office services team.

Essential Job Responsibilities & Duties

• Assist advising team with outbound and inbound calls and emails to students and families about IES Abroad program predeparture processes or requirements, such as application processes, course pre-registration, visas, housing, etc.
• Assist advising team and management team with ongoing and ad hoc projects as needed.
• Provide support for data audits.
• Monitor and answer active switchboard during full-time receptionist breaks and PTO; provide friendly and helpful service to callers; route calls to the correct party.
• Knowledgeable of the business processes and organizational structure in order to accurately and efficiently route calls and provide information about the organization to callers.
• Assist with office services administrative tasks several times per year including shipping and/or production projects, as requested.
• Commit to and demonstrate values and promotion of diversity, equity, inclusion and anti-racism.
• Any other task or duty as assigned or required

Experience Qualifications/Skills

• Minimum one year of administrative and/or student support services experience
• Basic Microsoft Office application skills required; database and phone systems experience preferred.
• Strong written and verbal communication skills (on-phone & in-person)
• Must be courteous, professional, helpful, and able to work well under pressure
• Must be able to work effectively and independently, with minimal supervision
• Ability to demonstrate values and promotion of diversity, equity, inclusion, and anti-racism required.
• Strong attention to detail with the capacity to maintain accurate records
• Ability to learn new systems quickly and handle projects independently
• Ability to prioritize multiple projects simultaneously and to meet deadlines
• Creative and independent problem-solving skills
• Exceptional team player: proactive and responsible, with the ability to assimilate and manage information rapidly from multiple information sources
• Able to lift at least 15 lbs
• Regular and predictable attendance is an essential function of this position

Education, Licenses, and/or Certifications

• Bachelor’s degree

Hiring Salary Range

$27/HR

Benefits Eligible

Yes

IES Abroad offers a wide range of benefits for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found on our website: https://www.iesabroad.org/about/careers

Equal Opportunity Employment:

IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employee's abilities and promoting workforce diversity.

We are proud to be an equal opportunity employer, and do not discriminate against any applicant on the basis of race, color, ancestry, sex (including pregnancy), age, national origin, citizenship, religion, marital status, disability, sexual orientation, gender identity and/or expression, veteran status, and/or any other status protected by applicable laws.