Administrative Assistant

POSITION

Administrative Assistant

DEPARTMENT

Academic English Program (AEP)

REPORT TO

Associate Provost of Education Programs

POSITION TYPE

Full-time

MATERNITY COVER

This is fixed-term starting from October 2026 to December 2027 with the possibility to extend depending on the returning date of the post-holder.

WORK HOURS

37.5 hours per week (10:00–18:30, Monday through Friday)

*Standard working hours are generally listed above, however, the start and end times may vary by approximately 15-75 minutes depending on the classes and programs scheduled each day.

*Saturday work may be required when in-person classes or events are held.

*Substitute holidays and compensatory time will be provided, as applicable.

LOCATION

City Campus (Sangen-jaya station)

*Hybrid-remote flexibility after initial training period available.

VISA REQUIREMENT

Temple University, Japan Campus (TUJ) is able to sponsor a visa for this position.

SALARY & BENEFITS

Commensurate with experience.

Eleven (11) days paid vacation in the first year, increasing to 20 days after 6 years of employment, plus 5 paid “personal and sick days” each year. In addition, approximately two weeks company-wide break over Christmas/New Year. Japanese social insurance and pension, commuting/telework allowance.

OVERVIEW OF POSITION

Temple University, Japan Campus (TUJ), Academic English Program (AEP), offers semester-long and short-term academic English programs for learners of various ages, from elementary school students to adults.

The Administrative Assistant will support the promotion, preparation, and operation of AEP programs, with a particular focus on semester-long programs for high school and university students and working adults. The programs and responsibilities assigned to the position may change depending on departmental needs.

The position is responsible for a wide range of administrative tasks, including room reservations, applications, tuition payments, student rosters, records management, and the hiring and coordination of teaching assistants and student workers.

The successful candidate will communicate regularly with AEP staff, instructors, students, and representatives of educational institutions, including Japanese universities and high schools. Responsibilities will also include conducting information sessions for prospective and current students, meeting with faculty and staff at partner institutions, conducting student surveys, and making recommendations for program improvements.

PRIMARY RESPONSIBILITIES

Administrative Duties

Process student applications and tuition payments

Provide administrative support to students and instructors

Communicate and coordinate with staff, instructors, students, and representatives of educational institutions

Prepare and maintain administrative documents, including attendance sheets, feedback forms, certificates, grade reports, and student records

Manage student and program data using Excel and Microsoft Office applications

Prepare invoices and maintain accurate records and documentation

Respond to inquiries by email, telephone, and in person

Follow up with students regarding account activation and other enrollment-related procedures

Coordinate classroom reservations and other program logistics

Assist with the hiring and coordination of teaching assistants and student workers

Perform other administrative duties and provide support to the AEP team as needed

Event Coordination

Coordinate OSSE events, including communication with OSSE representatives, promotional materials, orientation presentations, and registration

Plan and coordinate AEP events, including event content, schedules, and logistics

Coordinate with the academic team, other staff, and partner Japanese universities to ensure smooth event operations

Arrange classroom reservations, event materials, and other logistical needs

Coordinate support staff and student workers for events

Marketing and Promotion

Promote AEP programs through social media, including Facebook and Instagram, as well as university communication channels

Create and manage social media content, including photos, graphics, captions, and other written materials

Maintain and update AEP social media accounts

Conduct information sessions to promote AEP programs

Meet with prospective students, parents, and representatives of educational institutions, both in person and online

Work with relevant departments to update website content and develop brochures, flyers, and other promotional materials

QUALIFICATIONS & EXPERIENCE

Bachelor’s degree

3-5 years of experience in administrative or office work

Native-level proficiency in Japanese and advanced-level proficiency in English, both written and spoken

Strong communication and interpersonal skills

Ability to work effectively with colleagues, students, instructors, and external partners

Strong organizational skills and attention to detail

Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines

Flexibility and willingness to adapt to changing priorities and program needs

Interest in international education

PREFERRED QUALIFICATIONS AND EXPERIENCE

Educational experience in both Japan and overseas (study-abroad experience at an American university preferred)

Experience in marketing, business development, student recruitment, or communications

Experience managing social media accounts, particularly Facebook and Instagram

Experience creating promotional materials, visual content, or social media content

Experience with graphic design or design software such as Canva

Experience working in an educational institution or international environment

Experience in student services or program administration

APPLICATION PROCESS

Review of applications will begin immediately and will open until filled. Desired start date is October or early November 2026.

Required application materials to be submitted:

A cover letter highlighting relevant experience and what appeals to you about the position,

A resume or curriculum vitae,

A list of two references with contact information.

Only those applicants who make it past the initial review will be contacted.

Temple University, Japan Campus is committed to equal employment, and to increase diversity and inclusivity in both its community and curricula. All qualified applicants shall have full and equal consideration for employment. The university does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law. Candidates who can contribute to the institution's goals are strongly encouraged to apply.