Program Administrator

Friday, 31 December, 2021
Maurisha Buys    
Western Cape  

Do you have an entrepreneurial mindset?

Would you enjoy working with people from all around the world?

Do you want to facilitate cross-cultural experiences?

If you answered yes to these questions and have a strong interest in working with different cultures around the globe, we have a great opportunity for you! Our company facilitates cultural exchange programs that allow individuals to develop valuable cultural exchange experience, learn new ideas, and make new friends in local U.S. communities. With offices in the U.S.A, Spain, Mexico, Australia and South Africa.

Our Cape Town, South Africa HUB Office seeks to employ a Program Administrator.

Primary Functions:

Reporting directly to the Hub Manager, this role is central in ensuring smooth and timely enrolment processes and administrative support for the Programs.

The individual in this position provides valuable enrolment and recruitment support to team members in the application and program-required documentation. This is a service oriented position requiring strong communication skills, keen attention to detail and pro-active service delivery to the team. This position will require some direct communication with participants, host companies or overseas partners when necessary.

Enrolment Responsibilities:

  • Primary responsibility for initial audit of participant applications for completion and eligibility per the J-1 Summer Work Travel regulations
  • Prioritizing the application queue progress to ensure timely auditing that meets our customer service commitments (10 business days maximum, ideally within five)
  • Ensure clear notes within online application are made to partners regarding missing items or questions
  • Coordinate the scheduling of interviews, conduct AAG pre-screen interviews and/or review online recorded interviews
  • Review and evaluate lifeguard swim videos for swimming competencies against host company requirements

Placement Responsibilities:

  • Support Host Company Account Managers with entering and updating Student Request Forms for returning business, ensuring appropriate edits and updates are made
  • Coordinate vetting and creation of self-placements in our system with the Compliance Department; assist with the vetting of self-placed companies and housing as needed or assigned
  • Re-vetting and/or researching housing leads for full placements as needed
  • Making weekly reservations of positions to designated partners

General Team Support:

  • Assisting with weekly reporting through generating necessary reports depending on time of year/season, updating Hanover, tracking and updating visa results and arrival information
  • Supporting in-person or Skype recruitment fairs: creating agendas, screening resumes, updating and combining PowerPoint presentations, creating tracking sheets, printing and organizing materials for travelers and/or host company representatives

Additional Responsibilities:

  • Support the department in general, when team members are absent, or strategically involved in projects or as business demands
  • Contributing to a positive team atmosphere both within The Hub team and the teams it partners with for successful programs
  • Perform other related duties or completes special projects as assigned
  • Communicate status of assigned work to supervisor and ask for support in prioritizing when necessary

Skills and Knowledge Requirements:

  • Ability to use Alliance Abroad’s internal database Hanover, Adobe and PowerPoint
  • Proficiency with Excel, including advanced reporting analysis through use of Vlookup and pivot tables
  • Ability to use standard office equipment, such as fax machines, scanners, copiers etc.
  • Excellent written/oral communication, presentation, and interpersonal skills
  • Possesses superior customer service experience
  • Ability to work with multiple cultures and in an international business arena
  • Exhibits a passion for cultural exchange and handles communication barriers and cultural expectations professionally and with empathy
  • Must be able to work in a fast paced environment where priorities change regularly
  • Time management proficiency


Work from Home Position (Required to be in office every Wednesday, for meetings and/ or training - Office is located in Westlake Business Park)

Job Types: Full-time, Contract

Schedule: Mon to Fri. 09:00AM - 18:00PM or 10:00AM - 19:00PM

Expected Start Date: 2022/02/01

If you're interested in this amazing opportunity, please send a detailed resume with the subject line 'Program Administrator' to Maurisha Buys, HR Manager.
(Please note that you will be required to complete a Skills Test).

If you're interested in this amazing opportunity, please send a detailed resume with the subject line 'Program Administrator' to Maurisha Buys, HR Manager –