ThaiNGO

Position:Program & Administrative Coordinator

Effective: As soon as possible

Location: Bangkok, Thailand

Hours/Week:35

Reports to:Director of Outreach and Marketing

Program Summary:

The Institute of International Education (IIE) manages undergraduate and graduate level scholarships at accredited academic institutions throughout the world. IIE implements many of the world’s most prestigious scholarship programs and manages global scholarships through our network of domestic and international offices.  The Southeast Asia Regional Team oversees the marketing and outreach of the Schwarzman Scholars program and NYU Abu Dhabi Global Outreach in Southeast Asia.

Purpose of Position:

The Program & Administrative Coordinator (PAC) provides administrative and operational support to all functions of the Outreach and Marketing Team in the IIE SE Asia office, providing primary support to the Schwarzman Scholars and NYUAD Outreach programs. The PAC works under the daily supervision of the Director of Marketing and Outreach and closely with the central coordination teams at IIE/New York.

Essential Duties and Responsibilities include the following. IIE may add, change, or remove essential and other duties at any time.

Systems and Reporting

Update and maintain shared database with regional university information, outreach activity data, and contacts (prospective applicants, administrators, and stakeholders). Responsible for ensuring database is updated in a timely fashion and accurately.

Assist with application system support, processing, and technical review of applications.

Work with outreach officers to compile prospect data and input in shared database as needed.

Compile and maintain internal IIE/SEA database with contacts relevant for regional marketing and engagements.

Communications

Administer and support virtual engagement and communications (i.e. set up regional webinars, prepare virtual email campaigns & event marketing).

Create, maintain, and deliver content for IIE/SEA outreach activities in social media, especially Facebook and IIE/SEA website, to broaden online engagement in region.

Answer simple inquiries by telephone, email, social media or triage as needed.

Event Planning and Logistics

Assist the Marketing & Outreach team in the planning and logistics for outreach and admissions events in the Asia-Pacific region including hotel contracts, flights, meals, cultural events, reimbursement of costs, and other general administrative items. Tasks also include:

Venue and vendor research, requirements, booking, and contractual agreements.

Coordination of event invitations/outreach, registration, and RSVP management.

On-site management and logistical support of all outreach unit events as necessary.

Administrative Support

Support and process expense reports for outreach travel by the Marketing and Outreach Team.

Assist Program Coordinator with in-region shipment of materials as needed.

Work with team members to assemble documents, photocopy and distribute materials in hard copy and electronically.

Enhance and maintain document storage system for organization and efficiency of the Outreach Team.

Contribute to global outreach planning through research, materials preparation, distribution and logistics. Research schools, fairs, organizations, and key contacts. Conduct market and institutional contact research as needed.

Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures.

Perform other duties and functions as assigned.

Education/Experience:

Undergraduate degree

Minimum of one year of administrative and event planning experience

Fluent speaking/reading/writing in Thai and English is required. Non-native English speakers must provide a copy of valid TOEIC score of at least 800 with the application.

Website experience, including use of webinar technology, a plus.

Knowledge, Skills, and Abilities:  

Excellent proficiency with technology, especially word processing, databases and spreadsheets. 

Excellent writing skills and attention to grammar and punctuation.

Strong English-language communication skills.

Ability to organize and process a heavy workload and constantly changing priorities and tasks under strict deadlines.

Consistently follows-up on tasks, takes ownership of responsibilities and able to effectively work on multiple tasks.

Professional and mature, ability to interface with multiple audiences.

Detail-oriented with a strong commitment to quality.

Excellent interpersonal and communication skills.

Cross-cultural sensitivity, international awareness, experience, perspective and ability to work cooperatively with others.

Strong judgment and ability to independently problem solve.

Ability and willingness to travel within designated local region, and possibly internationally, if requested.

Knowledge of contact databases a plus.

How to apply:

Please submit your cover/motivation letter, updated resume stating your current/expected salary, and valid TOEIC certification (if applicable) by November 20, 2015 via email to seainfo@iie.org. In the email subject line, please input “Program and Administrative Coordinator Application”.

Only shortlisted candidates will be notified. Resumes will be kept on file for future reference and consideration.