Program Assistant

YES Canada - Bracebridge, ON (29 days ago)

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YES Canada Student Exchange Program Assistant

YES Canada facilitates international high school exchange programs, and is made up of a group of people who love to travel, explore and discover new things. We’re a company that is built on family – from our hosts across the world to our team here in Canada, family is at the core of our values and our family grows with every student that travels with us.

Today YES Canada operates in over 20 countries worldwide with programs ranging from 2 week language and culture trips to year-long high school exchange & immersion experiences. We welcome international students to Canada each year to live & study across the country and require a dynamic individual to assist with the international student programs.

Under the direction of the YES Canada Management and Program Coordinators, the part-time Program Assistant is crucial to the efficient and effective support of student programs in Canada.

The Program Assistant will focus primarily on programs in Canada and assist with administrative tasks related to student exchange programs and will work to support international students, host families, local coordinators across Canada, foreign exchange partners and YES Canada staff.

Your part-time responsibilities will be divided between student and homestay program assistance and will include, but not be limited to:

  • Communicate with international exchange partners and file details regarding program specifics including coordinating flights, booking arrival/departure transfer details, collecting insurance, completing, filing and distributing host family details, scheduling school registration appointments, distributing local coordinator details, collecting student timetables, transcripts and mid-terms reports, and any other details pertinent to the student program
  • Communicate documents to international exchange partners; visa documents, official school district letters of acceptance, custodianship documents
  • Assist with orientation venue and activity bookings, itinerary logistics and material preparation
  • Assist with student arrivals and departures (at airport or in local communities).
  • Schedule school registration appointments and provide necessary student documentation to the school district/school. Collect and distribute student timetables, report cards and transcripts
  • During the school year, distribute student trip information, collect student trip registrations and assist in transfer booking schedules
  • Collect and issue travel request documentation and collect consent forms for authorizing student travel and activities
  • Provide assistance to the Inbound Program Coordinator in recruitment and completing homestay placements (posting advertisements, fielding inquiry calls, collecting documentation), as well as provide ongoing homestay inquiry responses to interested host families.
  • Collect and review monthly monitoring reports from local coordinators to communicate to international exchange partners each month. Collect online student surveys. Monitor student/host success and relationships providing updates to the Inbound Program Coordinator in order for staff to support students and provide mediation.
  • Maintain student and homestay database and submit homestay and coordinator payment/invoices, as requested

Qualifications, Skills & Abilities:

  • Secondary School Diploma required.
  • Experience in administrative work, HR, education, or admissions an asset
  • Experience working in education or with high school students, families and/or international clients is an asset
  • Knowledge and awareness of various cultures
  • Excellent communication and interpersonal skills
  • Strong written and verbal communication skills
  • Strong ability to handle sensitive information
  • Demonstrated commitment to providing outstanding customer service
  • Ability to work independently or as part of a team
  • Ability to work under pressure and within tight deadlines
  • Ability to multi-task and prioritize tasks
  • Strong attention to detail
  • Skilled in the use of Microsoft Office, particularly Word, Excel and Powerpoint, Social Media
  • Fluency in French (or other languages) is an asset.
  • Must have a driver’s license.
  • The position involves working with minor students (under 18) and as such the successful candidate must be willing to provide a criminal reference check clearance including vulnerable sector screening.

Job begins early December.
This is a part-time job: 20 hours per week

Job Type: Part-time


  • Secondary School (Required)