IES London - Job Descriptions
Job Title / Assistant Director
Date / UPDATED: 20th January 2017
Employee / TBD
Reporting / Centre Director
Direct Reports / Senior Student Affairs & Housing Coordinator; Student Affairs Coordinator; Customised Programmes Manager/Student Affairs staff (for housing issues only)
Description:

The Assistant Director assists the IES London Centre Director in providing the administrative leadership for the Centre; helps in overseeing the non-academic aspects of the programmes offered, including student affairs, housing, and immigration; and deputises for the Centre Director where required, guided at all times by the criteria of the IES Abroad MAP.

The Assistant Director also serves as the general HR manager for all IES Abroad London employees, maintaining leave and sickness records, managing annual leave requests, and all other general HR duties; working with Sage personnel support and with the IES Chicago HR department as necessary.

The Assistant Director has a good working knowledge of all non-academic areas of the organization, and fills in when student affairs and customised programme staff is away/unavailable.

The Assistant Director will also be involved in overall academic issues as necessary and as assigned by the Centre Director.

Student Affairs

  • Responsible for supervising all student affairs operations for all IES London programmes, and remain knowledgeable regarding all areas of student affairs.
  • Provide non-clinical student counselling, crisis intervention and referral services.
  • Serve as a mentor for students in relation to their social, academic and personal development – facilitating discussions on cultural differences, gender issues, political viewpoints etc.
  • Deals proactively with any potential student affairs issues and supports potentially vulnerable students (students with adjustment issues, pre-existing medical or social conditions, second language speakers etc.)
  • Approve student affairs budget as prepared by the Student Affairs Manager.
  • Staff and respond to the IES London emergency phone/back up phone on rotation.
  • Attend out of hours field trips, overnight trips and evening events, as necessary.
  • Ensure all emergency contact details and information for staff and students is properly recorded and kept up to date.
  • Serve as local CMT (Crisis Management Team) liaison for the London Centre, forwarding Chicago generated information to students as requested.
  • The Assistant Director serves as an ambassador for IES Abroad in helping with visitors, parents, alumni, suppliers, etc.; also representing the organization at any off-site events/meetings.

Academics

  • The Assistant Director will support the Director and Academic Programmes Manager as necessary and on a need basis. This could include participating in hiringprocesses/decisions, working through academic related administrative reviews, and helping the director with various academic reports and projects as required by the Chicago office.

Internship & Service Learning Programmes:

  • Oversee the organisation, management and development of the IES Abroad London Internship and Service Learning Programmes, working within the guidelines and provisions of the IES MAP.
  • Take lead in remaining up-to-date on all Government legislation, regulations and advice on students studying in the UK, permission to work, visas and entry clearance.

Housing

  • Support contract negotiations and bed sales for all student housing; as well as additional nights, buy-outs (both for medical and personal reasons), luggage storage; as well as managing all housing invoices/payments.
  • High level interaction with the studentresidence regarding any important matters or on-going student or housing issues eg. evaluation feedback.
  • Link between Chicago Dean of Students office and studentresidence on any important or on-going issues (eg. bed bugs, disciplinary issues) where parents and/or schools have become involved.
  • Attend important housing related meetings with providers.
  • Oversee housing allocations with the help of the Student Affairs & Housing Coordinator.
  • Provide guidance and direction for staff in resolving housing issues and complaints.
  • Maintain relationships with housing providers and potential providers; investigating and researching alternative housing options regularly for future contracts.
  • Plan for future semesters with an eye always on estimated student numbers and room availability.
  • Update relevant sections of pre-departure, on-site guide and catalogue copy relating to housing.

UKVI & Immigration Law Responsibilities:

  • Act as main contact for the UK Quality Assurance Agency and complete yearly reports and submissions as required.
  • Maintain official student numbers register.
  • Responsible for coordinating and maintaining UK accreditation as required by immigration law, currently QAA Educational Oversight.
  • Ensure UKVI HTS and licence applications are completed as required.
  • Act as a Level 1 User on the SMS and issue CAS numbers/letters to students
  • Stay current and attend regular training and information sessions regardingimmigration law.
  • Enforce policies as outlined on theUKVI Policies and Responsibilities document (specifically parts ii & v).
  • Enforce the IES Abroad London Administrative Review Procedure.
  • File administrative staff and student passport copies and visa/entry stamps.

Human Resources

  • Oversee centre HR administration for administrative staff, working closely with Sageemployment law advice service, and liaising with Chicago (Dean and HR department) as required.
  • Liaise with BUNAC, UKCISA and other external agencies/oversight bodies as necessary.
  • Coordinate staff holiday records and holiday calendar; as well as sick-leave, annual leave requests, and TOIL.
  • Ensure adequate staffing for the centre and all programmes through careful management of the holiday and Google calendars.
  • Manage staff birthday collections and celebrations.
  • Assist Centre Director to restructure the administrative staff to respond to the changing needs of the organisation, as necessary.
  • Conduct staff training, particularly around Student Affairs, immigration and crisis management issues.
  • Assess, plan, and as appropriate, execute staff training and develop and/encourage other external training opportunities.
  • Staff nominations for excellence and Superstar awards.
  • Be trained in emergency first aid and fire safety (courses provided).

Centre Management

  • Deputise for the Centre Director when s/he is away.
  • Assist the Centre Director with IES annual goal-setting and reporting.
  • Together with the Centre Director, manage and handle crisis situations.
  • Assist the Centre Director with budgeting and accounts management.
  • Coordinate the Google calendar and ensure it is kept up to date and used effectively.
  • Coordinate the staff on-call rota.
  • Approve payments and act as a signatory on the bank account.
  • Assist the Centre Director in preparing reports for IES Chicago, such as the Annual report, LCT Board reports, etc.
  • Provide administrative support to the IES London Charity Trust.
  • Coordinate with other managers the revision and editing of annual catalogue, pre-departure materials, and other marketing related documentation.
  • In the Office Managers absence, cover all relevant duties and tasks, pro-actively evaluating the day-to-day logistical running of the Centre and to make recommendations/changes as needed.
  • Coordinate weekly staff meetings and other planning meetings.
  • Oversee Marketing & PR initiatives with Chicago, as delegated to student affairs staff.
  • Represent IES Abroad London with external professional organisations; primarily AASAP, by attending relevant meetings and completing tasks and duties as required.
  • All other projects and duties as assigned by Centre Director.

1