Education Abroad Programs Coordinator

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COMPANY DESCRIPTION

Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at www.amideast.org.

POSITION DESCRIPTION

The Amideast Education Abroad Program Coordinator helps ensure the overall quality of the programs and student life experience in the Amideast Education Abroad Program (AEAP) in Jordan. The Program Coordinator works primarily on student affairs for the Education Abroad Program which includes overseeing academics, a number of extra-curricular aspects of the program, providing essential logistical arrangements for the program, assisting with student health care, and serving as a key member of the emergency response team.

The Program Coordinator works on organizing and implementing the academic and extra-curricular aspects of the program, this also include cultural events, program logistics, transportation, maintaining the program library, updating files and databases, communicating directly with students about logistical issues, and assisting the Education Abroad team. The Program Coordinator is a key member of the AEAP in Jordan and assists with maintaining student well-being, serving as a cultural resource for adaptation into Jordanian society, and being available for general student inquiries. The Program Coordinator should be flexible to work both on an off-site, as required, sometimes during overnight excursions and emergency response. The Program Coordinator reports directly to the Education Abroad Program Manager.

RESPONSIBILITIES

Program Coordination

• Assist the Program Manager (PM) in aspects of Amideast’s and institutional partners’ customized programs, including academics, orientation, participant support, health and safety, and program assessment
• Assist the PM in preparing budgets and itineraries for faculty-led and customized program proposals upon request of Amideast/HQ in a timely manner according to the procedures and templates provided
• Maintain organized records and files for all program participants
• Identify and develop new continuing education and academic opportunities aligned with Education Abroad objectives and strategy
• In partnership with Amideast/HQ, coordinate site visits by administrators and faculty members from academic institutions in the US
• Prepare daily, quarterly, and annual reports for Amideast/HQ, the U.S. Department of State, and any emerging clients

Academics

• Coordinate and identify, jointly with the Arabic Language Coordinator at Sijal Institute for Arabic Language and Culture, course schedules and respond to Arabic needs of the programs
• Work with local faculty contacts or local Academic Coordinator (as applicable) to identify and onboard, and support instructors for all non-language courses, including their proper use of Amideast Online
• Coordinate student course registration, scheduling, textbooks, and other learning resource materials with the PM and the Academic Coordinator
• Coordinate and arrange for course-related field trips and speakers with the PM, and program faculty members
• Follow up with teachers daily and coordinate between Arabic teachers and Sijal Institute
• Organize special events, and lectures related to the academic program in collaboration with the PM; organize other co-curricular activities as appropriate
• Prepare final syllabi for all courses after teachers have submitted them and Amideast HQ have approved them
• Coordinate Education Abroad U.S. Department of State’s Kennedy-Lugar Youth Exchange and Study (YES) Abroad program Programs and the National Security Language Initiative for Youth (NSLI-Y)
• Oversee Amideast Online platform (aka LMS) for all content and Arabic courses; including gradebook set-up, regular monitoring of the platform and assigned teachers as well as regular updates for grades and attendances
• Coordinate co-curricular trips and activities with program faculty members
• Organize community-based learning opportunities for program participants
• Ensure collaboratively with course faculty and Sijal Institute for Arabic Language and Culture faculty and staff in monitoring the quality of instruction, academic integrity, appropriate degree of difficulty of the academic program, appropriate assessment of student work, and standards of grading
• Ensure that all syllabi and course materials are submitted on time, properly uploaded to Amideast Online and compliant with digital accessibility standards and U.S. copyright laws
• Oversee Education Abroad faculty members and serve as point of contact for participants on all academic issues
• Monitor emerging academic issues with participants and faculty members on a continuous basis and intervene to take additional supportive or corrective action when necessary
• Facilitate logistics of Arabic language course placements for participants, working with HQ staff and the Sijal Institute for Arabic Language and Culture
• Facilitate logistics of exit language proficiency testing and in coordination with Sijal coordinators
• Coordinate participant course registration activities, course and facilities scheduling, textbooks and other learning resource materials with the content faculty
• Ensure that faculty report grades in a timely manner, review participants’ final grades per the Amideast Online gradebook, and prepare gradebooks promptly to Amideast HQ at the conclusion of the program
• Coordinate co-curricular trips and activities with program faculty members
• Organize special events and lectures related to the academic program; organize other co-curricular activities as appropriate
• Coordinate and identify schools for high school programs as well as enroll and arrange all logistical needs
• Follow-up regularly with partner schools on students’ performance and issues
• Serve as primary point of contact with partner schools

Student Support

• Ensure a justice, equity, diversity, and inclusion framework holistically for all programs, with emphasis on the critical relationship between participants and the host community
• Document issues and concerns in the Student Log
• Serve as a member of the emergency response team which provides 24/7 assistance to students along with other staff members and participate in staff emergency phone rotation response
• Ensure timely submission and follow-up on all participant support issues and incidents
• Support a variety of program components during and outside of office hours
• Assist and coordinates additional aspects of the Student Life Program with the PM and other department staff such as:
  1. Assists and deliver on-site orientation program
  2. Assists and deliver cross-cultural information and training
  3. Arranges program cultural and social activities, and
  4. Arranges resources such as the library and computer access

Health and Safety

• Assist students with health issues including making appointments with doctors, accompanying students to medical appointments, and obtaining medication
• Be part of the emergency response team which handles serious health, injury or other safety related incidents and emergencies. Follow the AEAP emergency response protocols and communicate with all specified parties
• Assist students in maintaining current and reliable information concerning health and safety risks in Jordan and the Amman area specifically including program-sponsored accommodations, events, excursions, and other activities
• Ensure that Education Abroad Policies and Guidelines are followed, with special attention to those related to health and safety issues
• Ensure that Amideast Education Abroad and Amideast/Jordan Policies and Guidelines are followed, with special attention to those related to health and safety issues

Extra-Curricular Activities:

• Manage the Language Partner (LP) Program, recruiting and interviewing new LPs, updating the database, assigning students to and LP, and follows up with students and LPs to address any issues and monitory progress
• Assist with student healthcare support as necessary. Includes making appointments with doctors, accompanying students, following up with medical labs, and purchasing prescription medications.
• Manage the logistics for the Cultural Dialogue Program
• Manage cultural events and lectures, orientation, field trips, and excursions. Includes making all arrangements for tickets, guide-arrangements, hotel reservations, and scheduling for off-site trips
• Accompany students on daytrip and overnight excursions
• Manages the Program Library
• Arrange transportation for the program. Includes airport pickups, field trip/excursion transportation, staff transportation (as needed), transportation to medical appointments, transportation for Customized Programs, transportation for institutional visitors, etc.
• Manage monthly social media content to Amideast HQ, highlighting on-program success stories and student language and cultural activities

Administrative

• Assist in maintaining an up-to-date comprehensive database and filing system for individual students. This includes, but is not limited to, local contact information, home university contacts, emergency contact information, general information, student information sheets, academic files, etc.
• Assist in requesting and obtaining office supplies
• Assist teachers in preparing classrooms, arranging for virtual and in person guest speakers, and field trips
• Manage the logistics of orientation and other special events for the Education Abroad Department
• Perform general clerical and administrative duties, as assigned

Understanding

• The Program Coordinator will be required -on occasion- to work in excess of (8) hours per day and/or (40) hours per week. Some tasks may require evening and weekend work and the Program Coordinator must be available 24/7 in case of emergency. Willingness and ability to travel outside of Amman frequently and outside of Jordan occasionally is essential
• Willingness and ability to take emergency phone calls at night and during early hours of the morning and to take necessary action, such as transporting students to the hospital or dealing with authorities, is essential

This job description is not intended to be all-inclusive, and the incumbent will perform other reasonable business-related duties as assigned by the Performs other tasks requested by the Country Director, PM, or Amideast HQ team. Amideast reserves the right to change duties and responsibilities as needed

QUALIFICATIONS AND SKILLS

The following represents the minimum set of qualifications for this position:

• A bachelor’s degree in Management, Languages, Educational Development, International Relations, Sustainable Development, or any related field
• A minimum of three to five years of relevant experience
• Proficiency in English language with a minimum L&R TOEIC score of 800/B2 CEFR and a minimum S&W TOEIC score of 310/B2 CEFR
• Computer literacy in MS Office
• Ability to multi-task and prioritize responsibilities
• Excellent oral and written communication and interpersonal skills
• In-depth knowledge of Jordanian culture, history, business practices, and academic environment
• In-depth knowledge of U.S. culture and the mindset of U.S. undergraduate students
• Knowledge of U.S. academic institutions and their culture
• Desired familiarity with Moodle Learning Platform or course management system (CMS)
• Familiarity with U.S. discussions of justice, equality, diversity and inclusive groups of students
• Team-oriented—must have the ability to work closely with a team of academics and professional staff in Jordan and the US, including Amideast/Jordan staff not directly involved with the Education Abroad Program
• Extremely strong interpersonal and student/customer service skills and the ability to resolve issues fairly, empathetically, expeditiously, and cost-effectively
• Ability to engender the trust and confidence of students and be able to deal effectively with a wide variety of often sensitive issues, ensuring that all involved parties are satisfied with the resolution.
• Ability to represent Amideast Education Abroad as part of the community of practice of education abroad providers in Jordan
• Ability to work effectively with Jordanian officials at all levels
• Ability to communicate and resolve disputes effectively with students, parents, faculty and staff from visiting US institutions, administrators and faculty members at the Sijal Institute for Arabic Language and Culture and other Jordanian institutions, and colleagues. Must be able to work through and resolve a wide range of issues (some difficult/sensitive) and explain academic issues
• Ability to simultaneously balance confidentiality and the need to share certain information to effectively resolve the range of issues that arise with students, parents and institutions
• Able to work under pressure and meet short deadlines
• Approachable and professional
• Service-oriented: Actively looking for ways to help people
• Excellent organizer
• A self-starter, positive work attitude and a team player
• Respects and exercises confidentiality
• Dependable and professional

WORK ENVIRONMENT

The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office or remote home office (either on a full time, temporary, or hybrid basis).

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone

Up to 10% business travel may be needed to support the department as needed.

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.

Amideast provides covered training opportunities for its staff within its current portfolio of offered services and that it invests in the advancement of its staff’s capabilities and skills to better perform at their roles.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

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