Coordinator, Program and Student Services

Who We Are:

At CEA CAPA, we believe that studying and interning abroad is a transformative experience that goes beyond academics. By immersing oneself in a new culture and community, students gain valuable skills and perspectives that can shape their future. That's why we're committed to providing unparalleled academic, professional, and cultural experiences abroad, with a focus on student support every step of the way.

A sense of belonging is fundamental to the mission, structure, and operations of CEA CAPA. We strive to provide a work environment that celebrates difference and is free of implicit and explicit bias. We seek to hire employees representing diversity in all forms and work to support all employees to achieve at the highest level. Employment is based on a person’s professional qualifications and competence.

Your Role:

This position is full-time, and reports to the PASS (Program and Student Services) Manager. The PASS Coordinator will support students with regard to their accommodation, working to resolve issues that arise due to maintenance requests and roommate issues. The PASS Coordinator will also assist in various aspects of program and office administration, including the reception desk, and will collaborate with other colleagues and departments as requested or needed. 

What You’ll Do:

Student Support:

• Serve as first point of reference to students for questions regarding resources, general inquiries, etc. about the city of Rome, medical assistance, and/or the CEA CAPA program.  Know and act when it’s appropriate to enlist additional help from colleagues for students.
• Engage with students to constantly gauge student morale, issues that they might be facing, concerns, etc., and keep appropriate staff informed.
• Support students throughout program in session.
• Accompany students to local appointments as necessary, and support colleagues during moments in which they may be absent for these types of duties.
• Assist and collaborate with the PASS Manager for smooth execution and completion of student offerings, including leading activities and chaperoning excursions. 
• With the PASS Manager, keep the event calendar up-to-date and promote events or opportunities with posters, Canva, word-of-mouth and more.
• Suggest new opportunities to offer our students to the Senior Coordinator.
• Assist in preparation and operation of in-house events. 
• Ensure CEA CAPA written materials are up-to-date and available to students, and with other Student Services staff, contribute to weekly or bi-monthly newsletter of CEA CAPA offerings and goings-on in Rome and beyond.
• Remind students on a weekly basis to “check in” using our Onsolve app to allow CEA CAPA staff to provide emergency assistance during weekend travel.
• Participate in Student Support and/or Student Affairs department meetings.
• Participate in CEA CAPA-wide Health & Safety meetings and training courses and be knowledgeable of CEA CAPA’s duty of care.
• Help during student arrivals operations and Orientations.
• Participation in emergency phone rotation. 
• Remaining up to date with information important to student wellbeing, including shared and curated lists of doctors and dentists, medical facilities available, etc.

Student Housing Coordination:

• Be informed of student housing assignment rationale to understand the minutiae considered.
• Assist Housing colleagues appropriately to resolve in a timely manner all student maintenance requests and follow until satisfactory completion.  Checking apartments in person may be required to maximize (and keep to a minimum) our requests of our housing vendors.
• Open cases on Salesforce as necessary for housing incidents, safety/health incidents and other issues related to student housing.
• Collaboratively or individually, work through student issues, particularly roommate difficulties—to resolution, enlisting the assistance of the Housing Coordinator and/or PASS Manager when necessary. 
• Check in regularly with our CEA CAPA “Italian Roommates” to ensure they are keeping up with their duties and to help work through any difficulties they may be having in their apartments.
• Participate in apartment checks during semesters/summers, which may include meter reading during Spring or Fall breaks.
• Participate in Housing team meetings.

Reception Administration:

• Collaborate with colleagues to keep inventory of office supplies and to make stationery orders; ensure equipment in faculty lounges and classrooms is working correctly and help faculty with classroom equipment as necessary.
• Reception desk duty: receiving phone calls, visitors, mail, packages.  Promptly inform colleagues of any pertinent information.
• Participate consistently in opening and closing routines, of one or both of our Centers. 
• Participate in all-staff meetings. 
• Liaise with outside vendors as required.

This is a full-time position with a standard work schedule of either 9:00 AM to 5:00 PM or 10:00 AM to 6:00 PM. Occasional overtime, both planned and unplanned, may be required, along with some weekend work for excursions.

What Makes a Great Candidate:

• Fluency in spoken and written English and Italian.
• Authorization to work in Italy.
• Prior experience and a passion for working with young adults.
• Some of experience in a study abroad environment as staff.
• Solid computer abilities and comfort using a PC (Microsoft); no fear of IT troubleshooting.

Soft Skills 

• Friendly personality, outgoing demeanor, conversationalist.
• Knowledge and strong familiarity of Rome and its cultural offerings.
• Ability to address both daily work and unanticipated situations.
• Display excellent communication and organizational skills.
• Attention to detail and particularly to the U.S. value of customer service.
• Exhibit flexibility when scheduling is required, and in facing unforeseen challenges during a work day.
• Skilled as both an independent worker and in working in a team; collaborative and able to work towards a common goal with a good sense of humor.

We believe great talent comes in many forms and that there is no one size fits all in hiring. If you feel you may be a great fit for this role but do not check all of the boxes, we encourage you to apply and show us why you're the right candidate for this position. 

Note: This role profile is intended to provide an overview of the key responsibilities and qualifications for the position. It is not exhaustive, and the role holder may be required to undertake additional tasks and duties, as necessary and in line with evolving business needs. Any proposed permanent modifications to this role profile will be made in consultation with role incumbents, and relevant stakeholders in accordance with applicable policies and legislative requirements.

Our commitment to creating a sense of belonging means we welcome individuals of all abilities, ages, citizenships, educations, ethnicities, family statuses, gender identities, genders, genetic information, languages, marital status, military experiences, political views, pregnancy, races, religions, sexes, sexual orientations, socioeconomic statuses, and work experiences and therefore we encourage applicants from diverse lived experiences to apply.