Programmes Coordinator & Student Welfare Assistant

Edinburgh (GB)
04 Dec 2017
End of advertisement period
15 Dec 2017
Contract Type
Full Time

Programmes Coordinator & Student Welfare Assistant

IFSA Scotland is seeking to recruit a highly organized and effective administrator to join our busy student services office in Edinburgh, which is responsible for a range of student-facing administrative processes. You will be responsible for delivering a high-quality service and student experience in areas such as enrolment and induction, student learning and welfare support. This is an excellent opportunity for an administrator to build on their Higher Education experience.

The successful candidate should be able to demonstrate experience of working in an administrative role (preferably within an educational context), which includes providing professional and efficient service to customers and the management of complex records. Excellent communication and organizational skills together with an ability to work independently without direction are essential aspects of the post, as are the abilities to build effective working relationships and to take a flexible approach to achieving results.


You are expected to participate in student activities including but not limited to: orientations, student weekend excursions, and evening events.
You are expected to share the day-to-day office administration where necessary and will be expected to assume sole responsibility for the running of the office in the absence of senior staff.

Emergency Cover

You will share in the responsibility of 24-hour emergency support coverage and will be expected to produce an incident report via our internal database system.


You will assume responsibility for programme specific student orientation planning and delivery. Your duties will include:

  • Preparation and presentation of information to students
  • Academic and pastoral student mentoring and advising
  • Research, planning and communication with our various vendors including transport and general logistics for delivery of orientation
  • Website & Social Media

You will share responsibility for the maintenance and development of the Scotland office website and social media platforms such as Facebook, Twitter & Instagram


You will be responsible for the production, design, collation and transmission of student publications.

Student Events

You will be expected to attend all IFSA-Butler student events. You will share responsibility for student event planning. Your responsibilities will include:

  • Organizing large student evening and weekend events
  • Production and distribution of information
  • Production and maintenance of student records
  • General assistance during student events
  • Design and ordering of IFSA-Butler merchandise
  • Summer Programmes

You will assume responsibility for several IFSA-Butler summer programmes.

This will include:

  • Orientation
  • Academic Records
  • Housing
  • Emergency cover
  • Academic advising and mentoring

Knowledge, Skills & Abilities

  • Working knowledge of the practices, procedures and activities of the programme to which assigned
  • Ability to quickly interpret and apply programme rules and regulations
  • Ability to use initiative and resourcefulness in planning work assignments independently and in implementing long-range programme improvements
  • Ability to obtain factual and interpretative information through interviews
  • Ability to reason logically
  • Ability to collect, compile, analyze and evaluate data and make verbal or written presentations based on this data.


Educated to degree level. Proficiency in working with standard office IT applications, such as Microsoft Word, Excel, databases, Powerpoint, Prezi, Adobe Indesign as well as the ability to learn how to access and interrogate in-house systems such as Salesforce.

Specialized Requirements

Strong demonstrated skills in public speaking and motivating students to participate in international learning programmes and activities.

Strong demonstrated skills in intercultural communications and cross-cultural relations.

Strong interpersonal communication skills, particularly related to advising students and interacting with faculty, administrative staff, and parents.
The above list is not exclusive and gives an indication of the main types of activities that you will carry out. These duties will form the main areas of responsibility; however, as a member of the student support team, these may change and/or develop depending on the needs of the office and/or the need for support services to respond to developments and initiatives.

Eligibility to Work

In accordance with the Immigration, Asylum and Nationality Act 2006 IFS inc, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).

To do so, IFSA requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview.

Willingness to work out with normal working hours, as and when, is required
Reporting Structure

This post will report directly to the Senior Resident Director, Scotland Programmes.

Office location: The IFSA Scotland office is located at 35 Melville Street, Edinburgh, EH3 7JF

Salary: £30K

Start: As soon as possible following appointment.

Application Procedure: Candidates should submit a CV and covering letter to Ruth Casey, Senior Resident Director, Scotland Programmes. Email: before or by Friday, December 15th.