Program Assistant

China Institute; United States; On-site; USD 25,000 - 39,000; Part time

Job summary

China Institute of America is seeking a part-time Program Assistant for the Children and Youth Programs in the School of Chinese Studies. You will provide administrative and program support for group classes, tutoring, and parent communications, with a focus on accurate records and timely information.

This role is primarily in person, 2–3 days per week, with flexible scheduling. The ideal candidate has strong organizational and communication skills, experience with MS Office, and comfort using

Qualifications

• Bachelor’s degree or current enrollment in a college or graduate program preferred.
• Strong organizational and written/verbal communication skills.
• Proficiency with MS Office or Google Workspace and basic data entry.

Responsibilities

• Organize and maintain class rosters and tutoring records.
• Track registrations, payments, and program data in databases.
• Support parent communications by email and phone.
• Prepare payroll information to the Finance Department weekly.
• Assist with program promotion and outreach activities.

Skills

Organizational skills

Communication skills

Attention to detail

Time management

Education

Bachelor’s degree or current enrollment in relevant program

Tools

Microsoft Excel / Google Sheets

Raiser’s Edge

G Suite / Microsoft 365

Job description

Program Assistant
Children and Youth Programs, School of Chinese Studies

The School of Chinese Studies at China Institute of America is seeking a motivated and detail-oriented part-time Program Assistant to provide administrative and program support for our Children and Youth Programs.

This position is ideal for someone interested in gaining hands‑on experience in education and nonprofit administration, particularly in programs serving children, youth, and families. Working under the supervision of the Program Director, the Program Assistant will support the day‑to‑day administration of group classes, private tutoring, parent communications, registration and payment tracking, and program promotion.

The position is primarily in person, approximately 2–3 days per week, with some flexibility in scheduling. China Institute offers a competitive hourly rate commensurate with experience and qualifications.

Key Responsibilities

• Organize and maintain class rosters for Fall 2026 group classes and private tutoring programs.
• Maintain accurate and up‑to‑date program registration, payment transactions, class rosters, and other program records in Raiser’s Edge and related tracking systems.
• Assist the Program Director with follow‑up communications with parents, prospective families, and other program inquiries by email and phone.
• Maintain and update private tutoring records on a weekly basis, including tracking tutoring packages and sending renewal reminders to families.
• Support the Program Director in preparing school‑wide communications to families regarding academic calendars, inclement weather, policy updates, and other important announcements.
• Monitor the Children and Youth Programs email account and ensure timely and professional communication with parents and instructors.
• Prepare weekly summary reports for the Department Head, including updated registration numbers and program revenue.
• Assist with the preparation and timely submission of payroll information to the Finance Department.
• Support program promotion and marketing efforts, including drafting content for e‑blasts and e‑newsletters, participating in institute‑wide promotional events, and assisting with other outreach activities as needed.
• Provide general administrative and program support as assigned by the Program Director.

Qualifications

• Bachelor’s degree or current enrollment in a college or graduate program preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and maintain accurate records.
• Strong written and verbal communication skills and the ability to communicate professionally with parents, instructors, colleagues, and the general public.
• Proficiency with Microsoft Office and/or Google Workspace, particularly Excel or Google Sheets.
• Comfort working with registration, payment, and other program data; experience with Raiser’s Edge or a similar database/CRM system is a plus.
• Responsible, dependable, and able to work both independently and collaboratively in a fast‑paced educational environment.
• Interest in education, nonprofit work, and programs serving children and youth.
• Prior administrative, customer service, education, or nonprofit experience is preferred but not required.
• Mandarin Chinese language skills and/or familiarity with Chinese language and culture are a plus, but not required.

No phone calls please. Only those candidates considered for an interview will be contacted.

China Institute of America is an Equal Opportunity Employer.