Internship Programs Assistant

Department: Internship Programs Team

Position: Temporary, Part-time, 20 hours per week

Pay rate: $23 per hour

Location: Remote and/or Hybrid

Project duration: February 16 - June 26, 2025 (subject to change)

Expected Start Date: Monday, February 16, 2025

About AIFS Abroad

AIFS Abroad partners with more than 500 colleges and universities worldwide to expand access to education abroad. As a well-established international education provider, we support institutions and students through high-quality academic, internship, and cultural programs around the globe.

Position Overview

The Internship Programs Assistant will support the Internship Programs Team with application processing, database management, visa and immigration documentation, and inter communications. This role offers an excellent opportunity for someone interested in international education operations and partner engagement within a global organization.

Key Responsibilities

Program Operations Support

• Audit and review submitted application materials for completeness and accuracy
• Approve documents within internal portals
• Communicate with applicants regarding missing materials or required corrections
• Collaborate with team members and managers to resolve application or process issues

Visa & Immigration Support

• Learn, document, and support visa and entry procedures for all program locations, with particular focus on: Australia, Berlin, France, Lisbon, Prague, Spain, and the UK
• Review and quality-check visa documentation; follow up with applicants as needed
• Upload documentation to appropriate government or internal portals
• Send next-step emails related to visa processing and submission
• Track potential issues, expedited needs, or government delays impacting applications

General Internship Program Support

• Participate in team meetings and collaborate to ensure timely submission and documentation of materials
• Assist with enrolling interns in CISI insurance
• Send finalized flight itineraries to enrolled interns
• Draft and send intern communications, including:
  
  
  
  • Welcome call follow-ups
  • Pre-departure invitations
  • Course-related updates
  
  
  
  
• Support housing reporting as needed
• Assist with creating and updating presentations, documents, and portal content
• Work closely with the Internship Program Manager to prioritize tasks and projects
• Take on special projects and additional responsibilities as needed

Required Qualifications & Experience

Applicants must meet all of the following:

• Strong written and verbal communication skills
• Ability to manage multiple projects and deadlines in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft online tools (Teams, SharePoint, OneDrive)
• Proficiency in Canva
• At least 1 year of experience in a professional work environment
  
  
  
  • Prior marketing or sales experience is a plus
  
  
  
  

Preferred Qualifications

• Experience living, interning, or studying abroad, especially in one of AIFS Abroad's program destinations
• Experience working with databases
• Strong attention to detail and an eye for efficiency improvements

If you meet approximately 65% of the listed requirements and are excited about the role, we strongly encourage you to apply. Candidates of diverse backgrounds and lived experiences are encouraged to apply.

Recruitment Process

• Application: Submit your application through the AIFS Careers site
• Initial Screening: 15-30-minute phone call to discuss your background and answer questions
• First Interview: Virtual panel interview with AIFS staff (60-90 minutes)
• Assessment: Writing sample may be requested
• Final Interview: One or two interviews with AIFS leadership
• Offer: Selected candidates will receive an offer letter via email
• Training: New hires will receive virtual training with their manager and team (in-person options available for candidates near U.S. offices)

Equal Opportunity Employer:

AIFS provides equal employment opportunities to all employees and applicants for employment 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 federal, state, or local laws. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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