Administrative Assistant

Job description

POSITION Administrative Assistant DEPARTMENT Academic English Program (AEP) REPORT TO Associate Provost of Education Programs POSITION TYPE Full-time MATERNITY COVER This is fixed-term starting from October 2026 to December 2027 with the possibility to extend depending on the returning date of the post-holder. WORK HOURS 37.5 hours per week (10:00–18:30, Monday through Friday) *Standard working hours are generally listed above, however, the start and end times may vary by approximately 15-75 minutes depending on the classes and programs scheduled each day. *Saturday work may be required when in-person classes or events are held. *Substitute holidays and compensatory time will be provided, as applicable. LOCATION City Campus (Sangen-jaya station) *Hybrid-remote flexibility after initial training period available. VISA REQUIREMENT Temple University, Japan Campus (TUJ) is able to sponsor a visa for this position. SALARY & BENEFITS Commensurate with experience. Eleven (11) days paid vacation in the first year, increasing to 20 days after 6 years of employment, plus 5 paid “personal and sick days” each year. In addition, approximately two weeks company-wide break over Christmas/New Year. Japanese social insurance and pension, commuting/telework allowance. OVERVIEW OF POSITION 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. The Administrative Assistant will support the promotion, preparation, and operation of AEP programs, with a particular focus on semester-long programs for high school and university students and working adults. The programs and responsibilities assigned to the position may change depending on departmental needs. The position is responsible for a wide range of administrative tasks, including room reservations, applications, tuition payments, student rosters, records management, and the hiring and coordination of teaching assistants and student workers. The successful candidate will communicate regularly with AEP staff, instructors, students, and representatives of educational institutions, including Japanese universities and high schools. Responsibilities will also include conducting information sessions for prospective and current students, meeting with faculty and staff at partner institutions, conducting student surveys, and making recommendations for program improvements. PRIMARY RESPONSIBILITIES Administrative Duties 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 Event Coordination 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 Marketing and Promotion 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 QUALIFICATIONS & EXPERIENCE 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 PREFERRED QUALIFICATIONS AND EXPERIENCE Educational experience in both Japan and overseas (study-abroad experience at an American university preferred) Experience in marketing, business development, student recruitment, or communications Experience managing social media accounts, particularly Facebook and Instagram Experience creating promotional materials, visual content, or social media content Experience with graphic design or design software such as Canva Experience working in an educational institution or international environment Experience in student services or program administration APPLICATION PROCESS Review of applications will begin immediately and will open until filled. Desired start date is October or early November 2026. Required application materials to be submitted: A cover letter highlighting relevant experience and what appeals to you about the position, A resume or curriculum vitae, A list of two references with contact information. Only those applicants who make it past the initial review will be contacted. 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.