Assistant Coordinator- Lisbon

Job title: Resident Coordinator Lisbon, Portugal Job Title Resident Coordinator- LISBON (Portugal) Status (full-time or part-time):
Full- Time
Travel expected (percentage):
Up to 50%
Reports to:
Resident Director Lisbon
Dates June- December 2024
Reports To: Resident Director
About API Academic Programs International (API) was founded in 1997 and is since then dedicated to providing high-quality, affordable study abroad programs for U.S. students. Their diverse experiences abroad, first as students and later as professionals shaped their philosophy on the value of international education as a means of promoting intellectual curiosity, cultural sensitivity, and holistic personal development. We believe that extensive pre-departure preparation, coupled with strong support services on-site, facilitates academic, cultural, and linguistic learning. Within the supportive environment of the API programs, API participants are encouraged to explore their host communities and become increasingly independent and confident in their own abilities. We strive to make international educational experiences accessible to as many participants as possible, and, as such, works to provide multiple program components at a low program cost.
Diversity, Equity and Inclusion API is committed to providing enriching international experiences to its participants. We believe in the importance of promoting acceptance, dignity, and respect among people of all backgrounds. API demonstrates its commitment to inclusiveness by providing affordable and accessible programs, offering individualized support, and conducting ongoing diversity education and training for all API staff. No matter who you are or where you come from, API will support you during your journey abroad.
Job Overview The Resident Coordinator is, together with the Resident Director, API's main representative in a given location. With a deep knowledge of US educational institutions and location specifics, they are the ones who manage a specific department within the organization of a given location. This is a full-time position. Due to the nature of the study abroad field, flexibility and additional time beyond regular office hours is to be expected in this role. You should expect to work over weekends and festivities, according to program's needs.
Responsibilities and Duties Job Duties for a Resident Coordinator vary according to the department and are as follows, to include, but are not limited to: Academics Registering and enrolling students at the Host University. Ensure that the student is enrolled in the correct number of credits to be considered a full time student. Send a course confirmation to our Program Manager in Texas after registration Reception and delivery of transcripts and sealed envelopes.  Follow up with professors to make sure that students are attending classes or deal specific situations between Professor and student. Make sure that the University meets the requirements of students with special needs. Help students with any academic situation: tutoring, language partner. Accounting · Ensure payments to local providers are made periodically according to company policies and procedures.
API policies and procedures · Read and understand the Company's Manual
· Follow API policies and procedures as outlined Manuals and as communicated in other manner.
· Advise students on a range of issues including, but not limited to, personal welfare, safety, cultural differences.
· Review program evaluations and apply changes when necessary.
Health and safety · Discuss and advise API staff in EEUU about any medical conditions that may affect a student's behavior or welfare. 
· Ensure students comply with policies, procedures, and expectations.
· Respond quickly and efficiently to emergency situations.
· Be the emergency contact on call 24/7 during students stay on site.
· Refer and accompany participants to doctors as needed.
· Provide emotional or logistical support for participants, including during non-business hours in the event of a student emergency or a local crisis (e.g., earthquake, terrorist attack, etc.)
· Coordinate and manage immigration visa paperwork as required.
Housing · Research adequate housing for students and negotiate with partners reservations and costs
· Work with Company to make housing arrangements and to make any changes, should the need arise from a participant, during the term.
· Assist participants with housing move-in.
· Assist students in resolving housing concerns.
Programming · Ensure the academic information on the web is current and is updated routinely. 
· Alert supervisor when University partners make changes to program structure (change of hours, program length, cost).
· Share housing, academic, cultural events and excursion costs with supervisor for budgeting purposes.
· Maintain program expenses within budget guidelines provided by supervisor.
· Be proactive at proposing new ideas for programs, housing, excursions, etc.
Student Life · Work with Company to prepare for participant arrivals.
· Oversee that hotel and other reservations are made and communicated to API in US.
· Conduct the initial orientation with the participants, ensuring that participants are informed of safety and security policies and procedures.
· Maintain open communication regarding adaptation to life in the town and country.
· Share knowledge of Spanish culture, family structures, and etiquette. 
· Assist students with health concerns by making doctors' appointments and accompanying students to appointments or hospital if necessary.
· Act as "cultural coach" for the participants, assisting them in their transition into a new country, while they deal with homesickness, etc.
· Assist participants to negotiate the host university's administration.
· Assist participants in finding outlets of interest in the city (e.g., music or sports groups, etc.).
· Maintain regular hours of availability for the participants.
· Meet with the participants each week. This can be a time for a cultural event or just going for coffee and visiting together (groups of one or more).
· Inform participants of cultural events that are happening in the city and offer cultural activities at least one time per month (generally during evening hours.)
· Organize and lead participants on excursions: one or two weekend excursions and 2-to-3-day trips per semester, according to the program arrangements.
· Periodically share information with your supervisor regarding meetings and activities with participants as well as concerns regarding the program.
· Communicate regularly with your Program Manager at the Company office regarding student needs.
Other · Prepare and conduct U.S. University site visits.
· Coordinate the on-site logistical arrangements for any customized programs or country site visits that may occur, including site visits or group familiarization trips.
· If necessary, develop, maintain, and manage relationships with local organizations/employers for purposes of securing volunteer placements or internship placements.
Qualifications · Portuguese/English fully bilingual
· Desired master's degree in Education, HR, Management or similar
· Excellent management skills
· Ability to wear multiple hats
· Good knowledge of local culture and cultural differences
· Excellent written and verbal communication skills
· Able to work under pressure and make quick decisions
· Excellent organizational skills
· High degree of professionalism, representing API's interests
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