Program Assistant

POSITION SUMMARY

The Member Relations Program Assistant provides administrative and operational support to the Member Relations team, with primary responsibility for supporting alumni engagement initiatives, scholarship administration, and grant support activities.

This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a deadline-driven environment. Success in this position is demonstrated through accurate data management, timely completion of responsibilities, effective communication, and collaborative engagement with internal and external stakeholders.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Alumni Engagement & Data Management

• Maintain and update alumni records within the alumni management system to ensure accuracy and completeness

• Process and confirm new alumni registrations in a timely manner

• Conduct periodic data reviews and correct discrepancies as needed

• Post approved updates to alumni platforms and portals

• Support engagement efforts on professional networking platforms, including verification of new members and coordination of content

• Draft, edit, and distribute alumni communications in alignment with established timelines

Event & Engagement Support

• Coordinate logistics for virtual and in-person alumni events, including scheduling, tracking registrations, and processing reimbursements

• Ensure event-related documentation and expenses are submitted accurately and within established timelines

• Support alumni and faculty engagement initiatives as directed

Scholarship Administration

• Support scholarship processes, including application tracking, documentation preparation, coordination of review panels, and award communications

• Maintain organized scholarship records and assist with reporting as needed

• Handle applicant information with appropriate confidentiality and discretion

Grant & Research Support

• Assist with formatting, editing, and document preparation for grant submissions

• Conduct research related to international education topics and compile organized summaries

• Support survey data collection and assist with basic data review

Administrative & Cross-Functional Support

• Monitor designated Member Relations communication channels and route inquiries appropriately

• Collaborate with Communications, Finance, and University Relations teams to ensure coordinated execution of alumni and scholarship activities

• Maintain organized digital files and documentation consistent with organizational standards

PERFORMANCE EXPECTATIONS

Success in this role is demonstrated through:

• Consistent attention to detail and accuracy

• Reliable follow-through on assigned projects and deadlines

• Effective prioritization of multiple responsibilities

• Clear, professional written and verbal communication

• Responsive engagement with alumni, university partners, and colleagues

• Adherence to established processes, documentation standards, and organizational policies

The Member Relations Program Assistant is expected to manage routine responsibilities independently while seeking guidance appropriately for complex matters.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in international education, international relations, humanities, or a related field
• Study abroad or international living experience
• Strong written and verbal communication skills
• Demonstrated ability to manage detailed administrative processes
• Strong organizational and time management skills
• Proficiency in Microsoft Office and database systems
• Ability to handle confidential information with discretion

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PREFERRED QUALIFICATIONS

• Experience supporting scholarship programs or grant processes
• Experience working with CRM or alumni management systems
• Foreign language proficiency
• Experience in nonprofit or higher education environments

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WORK ENVIRONMENT

This position operates in a hybrid work environment with both remote and in-office responsibilities. The role involves prolonged computer use, virtual collaboration, and occasional in-person event support. Limited evening work or periodic travel may be required to support alumni engagement activities.

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WORKPLACE STANDARDS & REQUIRED TRAINING

Employees are expected to maintain a professional work environment grounded in mutual respect, accountability, and collaboration.

This position requires:

• Effective engagement with colleagues, alumni, and university partners from a range of backgrounds and geographic regions
• Participation in required organizational trainings, including workplace conduct, harassment prevention, compliance, and data privacy training
• Application of training principles to daily responsibilities
• Adherence to all organizational policies and applicable federal, state, and local laws

Participation in required training is a condition of employment.

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EQUAL EMPLOYMENT OPPORTUNITY

ISEP is an equal opportunity employer. Employment decisions are based on qualifications, merit, and organizational need. The organization complies with all applicable federal, state, and local laws regarding nondiscrimination and workplace conduct.