Program Assistant - Palermo, Italy

Program Assistant – SIT Study Abroad: Environmental Studies & Marine Ecosystems

Reports to

Center Director

Salary

Anticipated Start Date

August 2026

Term of Employment

1 year, full time

Location

Palermo, Italy

Apply by

To apply

Submit Cover Letter and CV to the hiring manager.

Responsibilities

• Collaborate with the Center Director and staff in program planning.
• Assist the Director throughout the semester to ensure smooth program operation.
• Act as a primary contact for students on programmatic matters.
• Maintain communication with program partners to finalize site visits, meals, housing, and other logistics.
• Maintain student files and homestay family lists.
• Track student contacts during the ISP period and stay in contact with students.
• Keep library and office inventory up‑to‑date.
• Compile and prepare program materials as instructed.
• Assist with financial transactions, receipts, and reporting.
• Update, edit, and disseminate program materials for staff, students, and participants.
• Maintain program calendars each semester.
• Accompany students to medical appointments and provide overall support services.
• Organize receptions and special events (reserve space, negotiate prices, distribute invitations).
• Serve as a contact for visa renewal, reimbursement, stipend, deposits, and the visa registration process.
• Create and maintain an electronic and physical filing system for all program paperwork.
• Organize and operate site visits and other program logistics.
• Participate in site visits, field projects, and excursions.
• Travel with the program, including long‑term trips.
• Provide guidance and information on local culture to students.
• Participate in assigned training.
• Perform other relevant tasks as assigned.

Requirements

Required Experience/Education

• Bachelor's degree in environmental science, marine biology, conservation biology, earth sciences, sustainability, or a related field.
• 1–3 years of administrative and programmatic experience in an educational or nonprofit setting, or equivalent.
• Authorization to work in Italy.
• Authorization to travel outside the Schengen Area.
• Experience working with youth.
• Understanding of American youth culture, where possible.
• Experience handling cross‑cultural issues and cultural adaptation.

Required Skills

• Office administration and program support experience.
• High accuracy in data entry and preparation.
• Excellent written and verbal communication in Italian and English.
• Strong organizational skills; ability to manage multiple assignments simultaneously.
• Social skills to build rapport with students and staff.
• Proficiency with Microsoft Office and other computer applications.
• Financial skills to account for program petty cash and related tasks.

Required Behaviors / Competencies

• Excellent interpersonal and team‑building skills.
• Strong analytic, strategic thinking, and problem‑solving abilities.
• Capacity to provide emotional and practical support to students.
• Ability to work independently as well as in a team.
• Cultural awareness and sensitivity.
• Flexibility and sound work ethics.
• Attention to detail and high accuracy.
• Ability to manage changing priorities calmly.
• Positive, \"can‑do\" attitude with minimal negative behaviors.
• Commitment to diversity, equity, inclusion and access, and ability to engage a culturally and ethnically diverse population.
• Travel and Physical Requirements

Must be willing and able to travel on program excursions as directed.

Excursions range from one day to several weeks.

Programs may involve physical exertion, including driving, walking, and prolonged stationary periods.

Some excursions may involve rugged terrain and activities such as hiking, climbing, or water‑based sports.

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