Centre Operations Assistant (London, England)

Full Time position based in London, England.

Reports to: Operations and Compliance Manager, England and Wales

Position Overview

Are you a life-long learner, curious about the world around you? Are you ready to bring your unique skills to a mission-driven organization? Do you enjoy being a part of a student’s journey of personal, academic and intercultural growth? If so, we would love to welcome you to our global community! We are looking for an individual to support IFSA’s programs in England and Wales. The Centre Operations Assistant supports all IFSA programmes and day-to-day operations of the London Centre. They serve as a first point of contact for all Centre visitors and provide administrative, operational, facilities and compliance support, engaging with students, faculty, contractors and external partners. The Centre Operations Assistant works closely with the local Academic team, Student Experience team, Custom Programmes team, and the Director. The Centre Operations Assistant supports several key areas of IFSA’s operations in London including centre and programme administration, facilities coordination, centre-based events, faculty and visitor assistance, and contractor coordination.

The successful candidate will have a customer-oriented mindset, with strong organisational and administrative skills. The Centre Operations Assistant is based in the IFSA London Centre in Mayfair Monday-Friday from 8am until 4pm, and works from the Reception Desk. They are the first person any visitor to the Centre will meet and are responsible for ensuring a positive first impression.

Responsibilities

• Coordinate Centre classroom bookings and timetabling
• Receive phone calls to the IFSA Centre
• Support IFSA faculty with classroom set up, IT equipment, and teaching logistics
• Assist the Operations and Compliance Manager in identifying, reporting and coordinating maintenance, facilities and operational issues
• Coordinate contractor visits, obtain and file service reports, track completion of works and escalate issues; Liaise between IFSA faculty and students where needed
• Assist with arrangements for implementation of academic accommodations for students where required
• Conduct daily building checks to ensure teaching spaces and common spaces are safe and presentable for daily teaching/student activities and elevate any issues to the Operations and Compliance Manager
• Support the planning and delivery of Centre-based events and activities, including student-facing activities throughout the semester, site visits from US and UK partners, and Global Site Seminars held at the London Centre
• Greet visitors to the Centre and ensure visitor protocols are followed
• Manage and track stock levels of stationery, IT, first aid, excursion kits and kitchen equipment
• Support health and safety/compliance audits and record keeping of those activities
• Supports emergency response for any Centre-based emergencies per IFSA protocols
• Produce student and visitor-facing materials for display on IFSA Centre notice boards

Requirements, Work Experience and Education

• Strong time management and planning skills, with the ability to work independently to execute time-sensitive tasks and duties successfully
• Strong attention to detail in managing records, scheduling and administrative tasks
• Ability to identify issues proactively and implement practical solutions
• Strong digital competencies, including the ability to engage with multiple systems and our database platform, Salesforce
• Knowledge of Microsoft Office systems including PowerPoint, Word, Excel, Outlook required
• Willingness to learn and undertake basic facilities-related tasks, including equipment assembly, workspace setup and minor repairs and cleaning where appropriate
• Proven ability to work well in a team
• Ability to engage with and support students with diverse lived experiences including students of colour, students with mental and physical disabilities, first-generation college students, and LGBTQIA+ students
• An ability to respond calmly and professionally to emergency situations
• The legal right to work in the UK required

We know there are great candidates who won’t check all of these boxes, and we also know you might bring important perspectives, experiences and skills that we haven’t considered. If this describes you, please don’t hesitate to apply and tell us about yourself.

Physical and Work Environment

Working on a computer, making phone/video calls. Regular physical activities throughout a multi-story building such as arranging chairs/tables in classrooms and carrying deliveries and supplies.

In your cover letter, offer a compelling “Why” statement as to your suitability to the role using the job responsibilities and organizational commitments as a framework, including your motivations for applying, and where you see your strengths complementing the role. Review of applications will begin immediately, and the position will remain open until filled.

IFSA is an equal opportunity employer, and our hiring process is inclusive of all genders and gender expressions, races and ethnicities, ages, religions and sexualities as well as veterans and people with disabilities.