Part Time Program Assistant

Job Title: Part Time Program Assistant 

Organization: IES Abroad Nagoya Center 
Employment Type: Part-time contract 50% FTE 
Reports to: Center Director or designated IES representative 
Expected Start Date: As required (assignment-based) 
Location: Nagoya, Japan 

To be eligible for this role, candidates must hold the legal right to live and work in Japan. No visa sponsorship is available for this position. Candidates must also be able to respond in person within 90 minutes during agreed on-call periods. 

About Us: IES Abroad is a not-for-profit study abroad and internship provider dedicated to transforming the lives of up to 15,000 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 Global and become part of a community dedicated to creating global leaders and life-changing experiences. 

Summary of Position 
The Part Time Program Assistant provides in-person welfare support to international students when primary Company staff need help or are off-site. The position exists to ensure timely physical presence during welfare, safety, or emergency situations, while core staff provide oversight and guidance remotely. This role requires close coordination with IES staff and a calm, professional approach to student support, including during evenings, overnight periods, weekends, and Japanese public holidays as required. The Part Time Program Assistant demonstrates reliability, discretion, and strong interpersonal skills, and is able to respond appropriately to sensitive or high-pressure situations. Experience working with tertiary students or in welfare, education, residential life, or emergency response contexts is preferred. 

Job Responsibilities 

I. Student Support and Welfare Duties 

• Responding to requests for in-person student support within the agreed maximum response time 

• Providing calm, appropriate assistance to students during welfare, safety, or emergency-related situations 

• Supporting students with referrals to medical providers, emergency services, and specialist organisations when required 

• Maintaining visible presence and approachability during onsite support periods 

• Escalating serious incidents immediately to designated Company staff in accordance with emergency procedures 

• Providing meet-and-greet services at the Chubu Centrair Airport or other designated locations 

• Organizing and assisting with IES events such as orientations, overnight field trips, day trips and cultural activities and chaperoning students 

• Chaperoning student day trips and overnight trips for Customized Programs in Nagoya, the Kansai region and other areas as required 

II. Communication and Coordination Duties 

• Monitoring designated communication platforms (e.g. WhatsApp, LINE) during onsite support periods 

• Responding to direct messages and instructions from IES staff as required 

• Coordinating, as directed, with accommodation providers, educational institutions, and relevant authorities during incidents 

III. Reporting and Documentation Duties 

• Accurately documenting student incidents requiring attention 

• Submitting written incident reports within required timeframes and in accordance with IES procedures 

IV. Professional Conduct and Compliance Duties 

• Acting as a representative of IES during onsite support periods 

• Maintaining appropriate professional boundaries with students 

• Communicating respectfully and with cultural sensitivity at all times 

• Complying with IES safeguarding, confidentiality, and data protection requirements 

Employment Details 
Work Hours: Variable, based on assignment needs; may include evenings, overnight periods, weekends, and Japanese public holidays 
Compensation: Negotiable according to conditions 

Expenses: Reasonable, pre-approved expenses reimbursed in accordance with Company procedures 

Application Process: 

• Application and onboarding details will be shared directly with suitable candidates. 

• Engagement is subject to completion of required training and agreement to 

• Organization procedures. Please note that only shortlisted candidates will be contacted, and we are unable to provide individual feedback regarding application outcomes. 

Part Time Program Assistant holds at minimum a bachelor’s degree, demonstrates a strong interest in international education and intercultural development and works confidently with students from diverse backgrounds and nationalities. The role requires reliability, honesty, and integrity, as well as strong written and spoken communication skills in English and fluency in written and spoken Japanese. The primary workplace is Nagoya city area.

Application Process: Please submit the following:

· Resume (in English or Japanese)

· Cover letter (in English or Japanese)

· Contact details for one referee (referee will only be contacted with candidate’s consent)