IES Abroad
  • Academics
  • Chicago, IL, USA
  • Full Time

Status: Full-time/exempt
Schedule: M-F, 8.30 a.m. – 4.30 p.m., including occasional evening and weekend work based on seasonal business needs/position requirements.
Note: This is an exempt position, and due to the time difference between Chicago and the Centers, there may be a need to work outside of core hours. Early-morning hours may be necessary on occasion.
Reports to: Academic Project Manager
Direct reports None
Start date: ASAP 
Location Chicago, IL, USA

About us:

Everything we do is about the IES Abroad student. Our profoundly passionate team of study abroad professionals believes in creating once-in-a-lifetime educational adventures that transcend expectations. Our goal is to rock the world of some 8,000 study abroad students every year.

From our headquarters in Chicago to our 120 study abroad programs in 85 global locations worldwide, we create authentic global education and life-affirming cultural experiences. We work at IES Abroad because we believe that every student should have the opportunity to go abroad - especially in a fun, safe, and superior academic and cultural environment.

We believe so strongly in the power of our program, that we actively recruit students from diverse populations and provide more than $3 million in scholarships year after year. We are proud that our students are as diverse and exciting as the countries we study.

We're not ashamed to admit, we're a little bit obsessed with study abroad.

Summary of position:

The Program Associate provides program support and administrative assistance to Program Deans and the Customized Programs team as assigned.

Essential job responsibilities & duties:

Academic Program Support

  • Maintain accurate and up-to-date information about all aspects of assigned programs, including field trips, student arrival, program calendars, and Center contact information
  • Maintain accurate and up-to-date copies of all student contact information, e.g., housing, telephone; orientation programs; field trip information; and arrival information; and distribute this information to departments in a timely manner
  • Answer program-related questions from IES Abroad Chicago departments, students, parents, and university study abroad representatives
  • Update colleagues on important changes or developments at overseas Centers
  • Under management guidance, provide on-going support to Center staff on issues related to housing, arrivals, publications, deadlines, and Chicago policies and protocols
  • Assist with and/or review language assessment tests, and provide technical support to students and staff as needed
  • Assist in-country academic staff with acquisition of academic materials such as textbooks, films and library materials
  • Assist in the planning, budgeting, communication, preparation of materials, and tracking of curricular initiatives
  • Coordinate Center site visits for groups of study abroad coordinators and/or faculty and other visitors
  • Coordinate U.S. travel arrangements for Center Directors or other Center staff
  • Other tasks and/or department projects as assigned

Customized Program Support

  • Communicate with the Customized Programs College Relations/Service Managers and Centers to coordinate program details in order to create program budgets and handle proposals at various stages
  • Work closely with the Customized Programs College Relations/Service Managers to coordinate communication with clients, and ensure timely and quality level of information transfer
  • Maintain and update database of program component costs for Customized Programs at designated Centers (data entry)
  • Track Customized Programs pre-departure tasks and update program related details via Talisma CRM software

Administrative Support

  • Write and maintain detailed program-specific content on IES Abroad's public website and online student portal
  • Provide updated program content for marketing materials and publications
  • Provide administrative assistance such as filing of expense reports, organizing program files, maintaining calendars, and making travel arrangements
  • Assist with reviewing budgets, expense reports, and other overseas Center costs
  • Collect new course syllabi from Centers and follow protocols for submission to the IES Abroad Curriculum Committee
  • Coordinate revisions and updates to all program materials and relevant Center publications; ensure that all materials are consistent and accurate
  • Create efficiencies in operations and data management


  • Regular and predictable attendance is an essential function of this position
  • Any other task or duty as assigned or required

Experience & Qualifications/Skills

  • 2+ years' experience in an administrative role
  • Strong computer skills including but not limited to webpage content management, HTML, Microsoft Office, and database entry skills
  • Excellent written and verbal communication skills
  • Experience working with multiple cultures
  • Strong attention to detail with the capacity to maintain accurate records
  • Strong organizational skills
  • Extremely strong interpersonal skills
  • Ability to cooperate with all stakeholders
  • Takes responsibility for actions, results and mistakes
  • Ability to exercise sound judgment when handling a variety of issues
  • Strong problem solving skills
  • Strong self-direction and initiative skills
  • Act in a professional manner at all times
  • Ability to be flexible and adaptable in a changing environment
  • Meets commitments on a consistent and timely basis with infrequent unplanned absences
  • Maintains a positive can-do attitude even during stressful situations
  • Ability to organize and prioritize multiple projects simultaneously and to meet deadlines
  • Ability to work both independently and as a team player

Additional Information:

  • Experience living and / or working or studying abroad desirable
  • Ability to read, write and speak French or German desirable
  • 0% travel for this position

Education Licenses and/or Certifications etc:

• Bachelor's degree or equivalent work experience

Physical demands:

  • Ability to remain in a seated position for the majority of the day (between 70% -100% of work time) in a workstation
  • Ability to work for extended and continuous periods operating a computer, phone and other office equipment i.e., a calculator, copier, and computer printer (between 70% -100% of work time)
  • Need to occasionally move about office to access file cabinets from 10% to 15% of work time
  • Ability to lift or move supplies, equipment, boxes, documents and materials weighing up to 40lbs from 10% to 15% of work time in office
  • Must be able to communicate via phone, email and in-person with IES Abroad employees, students and parents for the majority of the day (between 70% -100% of work time)

Working conditions/Environment:

  • Due to the time difference between Chicago and the Centers, there may be a need to work outside of core hours. Early-morning hours may be necessary on occasion.
  • This position may also work occasional evenings and weekends based on seasonal business needs/position requirements.
  • Due to the open plan environment, this workspace may experience varying noise levels.
  • The workspace is well lit but with no direct natural light
  • Must be able to work in the Chicago office on a daily basis

Fiscal responsibilities:

  • Responsible for following IES Abroad policies regarding any purchases and/or travel, if required, made via company credit card as well as processing expense reports in a timely and accurate manner


This job description reflects management's assignment of essential functions; and nothing in this herein restricts management's right to assign or reassign duties and responsibilities to this job at any time. The duties above are not to be considered a complete list of duties and responsibilities assigned to this position.

Application Deadline: 

Open until position is filled.

No phone calls or emailed status inquiries accepted.

How to Apply:

All applicants should submit an application including cover letter, resume and salary requirements by clicking 'Apply Now' at the right hand side of this page.

Please visit for more information about working at IES Abroad.

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 committed to a policy of equal opportunity and do not discriminate on the basis of race, color, religion, sex (including pregnancy), disability, age, national origin, citizenship, gender, gender expression, gender identity, sexual orientation or genetic information or veteran status and/or any other status protected by applicable laws.


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