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.

Employment type
FT Staff

Work arrangement
No