Position Overview
The Program Manager will be responsible for coordinating student arrivals, housing, excursions, meals, and day-to-day logistics, while also providing ongoing support to faculty and students throughout the semester. The role requires excellent organizational skills, cultural knowledge, and the ability to create a welcoming, well-managed environment for a diverse group of students.
Key Responsibilities
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Student Arrivals & Housing
o Assist with in-country arrivals, including airport pickup and transfer to residential facilities
o Manage housing check-in and checkout procedures
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Program Activities & Excursions
o Recommend, plan, and coordinate educational field trips (EFTs) and cultural excursions
o Arrange 3–4 group dinners per week (Monday–Wednesday), typically within walking distance of the facility
o Organize special meals such as the welcome dinner, Thanksgiving meal, and final banquet
o Oversee daily breakfast coordination for the group
●
Faculty & Student Life Support
o Assist faculty with on-site needs, classroom logistics, and group management
o Serve as a resource for student questions, cultural adjustment, and well-being (including health or security emergencies)
o Coordinate with Program Director to communicate updates, issues, and needs
o Work with the Program Director to help supervise student workers and to support student-led programming (e.g., movie nights, costume parties, karaoke, etc.)
●
Operational Management
o Maintain schedules, vendor relationships, and budgets for excursions and meals
o Ensure program policies and safety protocols are followed
o Handle additional administrative or event-planning tasks as needed
Qualifications
● Bachelor's degree required; Master's degree preferred
● At least 5 years experience in program coordination, event management, hospitality, or student affairs (international education or student life experience strongly preferred)
● Strong organizational and problem-solving skills
● Excellent interpersonal and intercultural communication abilities
● A strong desire to mentor and support the success of university students
● Ability to work evenings and occasional weekends as needed
● Professional fluency in English; fluency in Japanese strongly preferred
● Must be based in or able to relocate to Kyoto, Japan
Compensation & Benefits
● Competitive full-time salary (commensurate with experience)
● Opportunities for professional growth in international education
● Dynamic, culturally rich work environment
Application Process
Interested candidates should submit:
- Resume or Curriculum Vitae (CV)
- Cover Letter describing relevant experience and interest in the role
Application Deadline:
Open until filled
Submit Applications To:
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