Custom Program Assistant (Edinburgh, Scotland)

Contract Type: Hourly, Fixed Term

Rate: £15/hour from early May 2026 until 06 June 2026 (estimated 140 hours for the month‑long contract)

Location: Edinburgh, Scotland (hybrid work: some from home, some on programme sites)

Reports to: Director, Scotland Programs

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!

IFSA works with universities in the USA to deliver short‑term summer programmes in Edinburgh for their students. These programmes have diverse academic themes, and IFSA supports visiting faculty in three key areas:

• health and safety support for students;
• academic site visits that complement classroom learning;
• intercultural activities that deepen engagement with the host environment.

The Custom Programme Assistant will be responsible for logistical, operational, and cultural integration tasks (confirming activities and bookings, accompanying field trips and site visits, communicating with students and faculty) ensuring that all programme activities are well‑organized and that students receive the necessary support during their stay in Scotland. All programmes include day trips and overnight excursions that take place at varying times (including evenings and weekends), which the Custom Programme Assistant is required to support.

IFSA (Institute for Study Abroad) is a US‑based nonprofit organization that creates global learning environments to help students gather the critical perspectives, knowledge, and skills essential for future success. With innovative programming and world‑class support, IFSA delivers future‑focused study abroad options in 19 countries and 48 cities around the globe. Our commitments to inclusive excellence, intercultural agility, individualized learning and enduring impact are present in every aspect of our programs. Inclusion is a driving passion of our organization. We are committed to building a community where the thoughts and opinions of all team members are valued and contribute to our collective success, just as we build programmes with the same focus. If you share our unwavering commitment to Inclusive Excellence and want to join a community that actively strives to improve in all that we do, IFSA is the place for you.

Cultural And Social Integration

• Act as an ambassador for IFSA and the country and share enthusiasm for local culture.
• Help students feel welcome and assist with understanding the local culture and environment.
• Support students with practical tasks such as navigating public transport and getting a phone plan if necessary.

Ongoing Programme Support

• Accompany students to activities, events and excursions, including activities outside of Edinburgh.
• Ensure classroom spaces are properly equipped.

Incident Management And Reporting

• Manage student incidents through IFSA’s CRM, Salesforce, and liaising with the Custom Programme Lead and Site Director.
• Ensure students have downloaded and registered on the Alert Media App.

Financial Management And Post‑Programme Review

• Document all spending, save receipts, and prepare a spending report.
• Create a post‑programme document outlining what went well (WWW) and what could be even better if (EBI).

Emergency Response And Student Welfare

• Attend and review relevant training materials – including Health and Safety 101, Prevent, and Emergency Response.
• Contribute to emergency response and student incident management based on established protocols.

Requirements

• One to two years of work experience.
• Contagious enthusiasm for IFSA’s mission, vision and commitments.
• Sound organisational and project management skills.
• Success in engaging with and supporting 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.
• General knowledge of the city of Edinburgh.
• The legal right to work in the UK.

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, placing phone/video calls.
• Required to navigate and travel around the city and for excursions, potentially outdoors in the heat or rain.
• Occasional physical activities such as arranging chairs/tables in conference room settings.
• Some work on the weekend or in the evening, as well as nights (up to 3) away from Edinburgh, depending on scheduled activities.

To Apply

To apply, please submit your cover letter and CV for this position via IFSA’s career page: https://www.ifsa-butler.org/connect-with-us/ifsa-job-openings/ In your cover letter, offer a compelling “Why” statement as to your suitability to the role using the job responsibilities and organisational commitments as a framework. 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.