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About the Role
The Administrative Assistant will support the promotion, preparation, and operation of Academic English Program (AEP) programs at Temple University, Japan Campus (TUJ). This role involves a wide range of administrative tasks, including managing student applications, payments, records, and coordinating with staff, instructors, and external educational institutions. The position also includes event coordination and marketing/promotion of AEP programs.
Responsibilities
- Process student applications and tuition payments
- Provide administrative support to students and instructors
- Communicate and coordinate with staff, instructors, students, and representatives of educational institutions
- Prepare and maintain administrative documents, including attendance sheets, feedback forms, certificates, grade reports, and student records
- Manage student and program data using Excel and Microsoft Office applications
- Prepare invoices and maintain accurate records and documentation
- Respond to inquiries by email, telephone, and in person
- Follow up with students regarding account activation and other enrollment-related procedures
- Coordinate classroom reservations and other program logistics
- Assist with the hiring and coordination of teaching assistants and student workers
- Perform other administrative duties and provide support to the AEP team as needed
- Coordinate OSSE events, including communication with OSSE representatives, promotional materials, orientation presentations, and registration
- Plan and coordinate AEP events, including event content, schedules, and logistics
- Coordinate with the academic team, other staff, and partner Japanese universities to ensure smooth event operations
- Arrange classroom reservations, event materials, and other logistical needs
- Coordinate support staff and student workers for events
- Promote AEP programs through social media, including Facebook and Instagram, as well as university communication channels
- Create and manage social media content, including photos, graphics, captions, and other written materials
- Maintain and update AEP social media accounts
- Conduct information sessions to promote AEP programs
- Meet with prospective students, parents, and representatives of educational institutions, both in person and online
- Work with relevant departments to update website content and develop brochures, flyers, and other promotional materials
Requirements
- Bachelor’s degree
- 3-5 years of experience in administrative or office work
- Native-level proficiency in Japanese and advanced-level proficiency in English, both written and spoken
- Strong communication and interpersonal skills
- Ability to work effectively with colleagues, students, instructors, and external partners
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines
- Flexibility and willingness to adapt to changing priorities and program needs
- Interest in international education
Skills
- Excel
- Microsoft Office applications
- Social media marketing (Facebook, Instagram)
- Content creation
- Graphic design (Canva)
- Communication
- Interpersonal skills
- Organizational skills
- Time management
Location
- City Campus (Sangen-jaya station)
Work Type
- Full-time
- Hybrid-remote flexibility after initial training period
Experience Level
- 3-5 years of experience in administrative or office work
Education Level
- Bachelor’s degree
Salary/Compensations
- Commensurate with experience
Benefits
- Eleven (11) days paid vacation in the first year, increasing to 20 days after 6 years of employment
- 5 paid “personal and sick days” each year
- Approximately two weeks company-wide break over Christmas/New Year
- Japanese social insurance and pension
- Commuting/telework allowance
About the Company
- Temple University, Japan Campus (TUJ), Academic English Program (AEP), offers semester-long and short-term academic English programs for learners of various ages, from elementary school students to adults.
Equal Opportunity
- Temple University, Japan Campus is committed to equal employment, and to increase diversity and inclusivity in both its community and curricula.
- All qualified applicants shall have full and equal consideration for employment.
- The university does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law.
- Candidates who can contribute to the institution's goals are strongly encouraged to apply.