Program Associate

Job description

About Indigo Indigo Research is dedicated to transforming the education landscape by pairing high school students with research mentors to complete and publish research projects. Whether in-person or online, we aim to deliver transformative educational experiences and cultivate the next generation of scholars. The In-Person Programs Associate will be a key member of the Operations Team who supports the successful planning, delivery, and continuous improvement of Indigo Research's in-person programs. Role Overview The In-Person Program Associate works closely with the In-Person Program Lead to support the planning and implementation of in-person student programs. The role is designed to strengthen Indigo Research's operational capacity as the in-person program portfolio expands. The Associate will take ownership of defined administrative and operational work streams throughout the full program cycle, including program logistics, student interviews and records, vendor coordination, program readiness, and post-program operational close-out. They will also support the Program Lead in developing and implementing systems, processes, and documentation that allow programs to be delivered consistently and at greater scale. The Associate must be highly organized, proactive, and comfortable working across different stakeholders and in ambiguous, fast-paced environments. They must also be available and eligible to travel internationally and be physically present during the in-person portion of programs, particularly during June–August and December. Indigo is currently pursuing an ambitious expansion with multiple cohorts across 3 continents, and the Associate will be a critical component for success. Key Responsibilities Program Logistics & Coordination Support the In-Person Program Lead in planning and executing program logistics throughout the program lifecycle. Research accommodation options based on established program requirements, budget, location, and student needs; conduct outreach, coordinate required paperwork and escalate key commercial decisions to the Program Lead. Research, plan, and coordinate student excursions, campus visits, museum visits, and other experiential activities in line with program expectations and approved budgets. Maintain accurate records of vendor contacts, pricing, services, and program-specific notes to build institutional knowledge across locations. Identify logistical risks or gaps early and flag them to the Program Lead with relevant information and potential solutions. Student Admissions & Operations Conduct student interviews for applicants across each admissions cycle and maintain accurate interview records. Ensure the operations dashboard is kept current with the latest student information, application status, interview outcomes, and payment statuses. Track outstanding student forms, documentation, and other pre-program requirements and proactively follow up as needed. Program On-Ground Delivery Support the Program Lead in ensuring that programs are appropriately prepared for launch and that outstanding requirements are clearly identified. Travel to program sites and provide on-ground operational support throughout the in-person portion of assigned programs. Coordinate day-to-day logistics on site and liaise with vendors, mentors, residential staff, and other stakeholders to support smooth program delivery. Address on-ground student/parent concerns and escalate to the Program Lead based on severity. Monitor the student experience on site and proactively identify routine operational issues. Maintain a professional, welcoming, and safe environment for students while adhering to Indigo Research and Crimson Education policies and procedures. Post-Program Operations Own the operational close-out of assigned programs, including outstanding vendor follow-ups, documentation, invoices, and other administrative requirements. Report incidents, operational issues, lessons learned and relevant follow-up actions to the Program Lead. Qualifications & Skills Qualifications 1-2 years of working experience in education, program operations, youth development, project management, or a related field. Experience working on in-person programs, events, student experiences, or other multi-stakeholder projects. Experience working with operational dashboards, project management tools, or data trackers. Experience coordinating vendors, logistics, travel, events, or customer-facing programs is preferred. Proficiency in Microsoft Office Suite and Google Suite. Knowledge of college admissions and international education systems is preferred. Knowledge of research and publication processes is preferred. Skills Outcome-oriented: Highly organized, effective at time management, result-oriented, and able to take ownership of responsibilities with a positive attitude and can-do mindset. Problem solving & resilience: Comfortable with multitasking, remains positive in times of uncertainty, recognizes when to ask for support, and initiates solutions. Attention to detail: Able to manage multiple moving parts, maintain accurate records, and identify gaps or inconsistencies before they become problems. Communication & interpersonal skills: Communicates clearly and professionally with students, parents, vendors, mentors, and internal stakeholders. Customer service attitude: Demonstrates patience and empathy, and shows genuine care for student experience. Adaptability & travel readiness: Comfortable working on site, managing changing circumstances, and traveling internationally during program periods. What Success Looks Like Program administrative delivery Contracts and logistics secured at least 90 days ahead of program launch Proactive issue identification and reporting Student admissions & onboarding Reduce average application to onboarding cycle time to 14 calendar days Complete student interviews within 7 calendar days of application Operational capacity & scalability Build replicable systems and processes Reduce operational workload and manual intervention Scale vendor relationships Program delivery Smooth and consistent program execution Effective on-ground support