Position: Internship Coordinator, Tokyo, Japan 

Reports To: Internship Program Manager  

Location:  Tokyo, Japan 

Salary: 4-4.5m JPY 

CIEE 

A nonprofit, non-governmental organization, CIEE is the world leader in international education and exchange.  For 70 years CIEE has helped thousands of people gain the knowledge and skills necessary to live and work in a globally interdependent and culturally diverse world by offering the most comprehensive, relevant, and valuable exchange programs available.  Serving over 300 U.S. college and university consortium members, CIEE operates more than 60 study centers in over 40 countries that support study abroad programs for over 6,000 students annually.  In addition, as the largest sponsor for U.S. Department of State J-1 Visa programs, CIEE helps nearly 25,000 international students participate in U.S. based exchange programs annually.  CIEE programs and services span study abroad, teach abroad, international faculty development seminars, and inbound exchange study, work, and internship programs for today’s high school and university students, professionals, and educators. 

We strive to lead a robust community of international program providers and sponsors through innovation, exemplary service and exceptional efficiency.  Our success depends on having the very best professionals.  CIEE is committed to recruiting and retaining the best people in the industry, particularly those who are passionate about international education, are self-starters with high levels of energy and autonomy, and are dedicated to exceeding expectations in every challenge. 

SUMMARY OF POSITION 

The Tokyo Center of CIEE is experiencing significant growth and the Internship Coordinator in Tokyo is responsible for ensuring the success of the daily functioning operations of the Internship semester and summer Programs in Tokyo. The Internship Coordinator is the student’s first point of contact, and s/he is responsible for ensuring that the study center’s internship programs operations run in accordance with his/her set goals, as well as for the highest levels of program quality and customer satisfaction. S/he is also responsible for program evaluation, and s/he participates in program long-range planning and development. S/he works collaboratively with the Academic and Student Life departments.  

PRIMARY RESPONSIBILITIES 

Overall Responsibilities – Internship [Pre arrival] 

• Design, plan and execute Internship Program calendars and required components 
• Design and revise Internship student’s guides & handbooks 
• Identify, contact, and develop productive relationships with companies and nonprofit organizations in the Tokyo region for internship role and placement purposes 
• Encourage and facilitate student applications upon submission 
• Follow up on the internship application process: gather information, individual interviews, and placement process (matching students & internship companies) 
• Help internship students set realistic goals and expectations  
• Active participation in all training sessions arranged by CIEE headquarter departments such as Health, Safety, and Security and Academic Affairs, etc. 

Overall Responsibilities – Internship [Onsite support] 

• Design, plan, and conduct follow up meeting calendars and strategies with students 
• Monitor student progress through meetings with students 
• Arrange and conduct visits to internship companies 
• Conduct student assessment process. Potential Semester and Summer grading. 
• Conduct program evaluation all throughout the semester. End of program evaluations.  
• Monitor Internship supervisor relationships to secure future opportunities. 
• Respond in a timely manner to all questions, issues, problems, needs of any constituents (students, host and home schools, resident staff, parents), as assigned by the Internship Manager. 
• Completes, updates, and distributes all pre-departure materials for internship students 
• Coordinates the scheduling of seminars and professional development workshops, including identifying and coordinating guest speakers, company visits, as well as cultural and professional excursions 
• Focuses on maintaining and expanding network partners for experiential learning opportunities, guest speakers and site visits  
• Distributes and collects student learning contracts as well as mid-term and final evaluations of internship providers and students 
• Creates and maintains a database of internships and community partners in Salesforce 
• Coordinates the documentation of internship site placements to provide content for marketing and experiential learning program materials 

Other responsibilities   

• Crisis and Emergency: in rotation with the other center staff, carry the 24-hour emergency telephone 
• Daytrips and overnights: in rotation with the other center staff, actively participate in a number of daytrips and overnights/year 
• Represent CIEE Tokyo Site with integrity, accuracy, and in the spirit of its mission 
• Other duties as assigned 

Judgment, Decision-Making, and Planning 

• Exercise sound judgment in his/her interactions with students and parents during all aspects of the onsite study abroad experience. 
• Exercise judgment in knowing when to bring an issue to the attention of the Site Director 
• Due to the nature of the position, the Director of Administration will follow CIEE privacy and confidential norms and regulations 

Knowledge and Skills 

• Fluency in Japanese and English (both written and verbal) 
• Preferred: professional work experience in an international education-related position  
• Preferred: familiarity with U.S. higher education and direct experience with U.S. college and university students 
• Strong communication skills, both written and verbal, and be able to communicate to multiple audiences 
• Strong leadership skills, meticulous attention to detail, excellent communication skills, and commitment to customer service 
• Engage in activities that promote professional development opportunities in the field of international education exchange, and reputation in the international educational exchange community. 
• Demonstrated integrity, initiative and professionalism 
• Ability to apply good judgement under pressure and to make reasoned and informed decisions in high-ambiguity situations 
• Administration. Must have strong administrative skills, particularly attention to detail and the ability to complete assigned tasks efficiently and accurately, and in a timely manner. 
• Organization. Ability to handle multiple tasks and priorities simultaneously. 
• Communication. Strong communication skills, both written and verbal, and able to communicate with multiple audiences. 
• Interpersonal. Strong interpersonal skills and be able to communicate (naturally) an interest in the students, faculty, etc.  
• Flexibility. Flexible and able to respond quickly to changing circumstances.   
• Technology. Strong computer skills (Word, Excel, Outlook, Teams. Salesforce experience a plus). 
• Foreign study. Personal study experience in the region of his/her programs is strongly preferred. 
• Education. BA or the equivalent experience. 
• Academic. In-depth knowledge of U.S. academic institutions and their culture.  Must have the ability to function well in a complex institutional framework, have a high tolerance for ambiguity, flexibility, and the ability to respond quickly and appropriately to changing circumstances.   
• Customer service. Extremely strong servicing skills and the ability to resolve issues fairly, expediently, and cost-effectively. 

WORKING CONDITIONS 

The responsibilities of the Internship Coordinator are subject to peak periods, and/or unplanned emergencies or crises that may require extra hours.