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Capa The Global Education Network

Program and Student Services Assistant (London)

Program and Student Services – London, London, City of
Department Program and Student Services
Employment Type Fixed Term
Minimum Experience Entry-level

Organizational Overview 

CAPAThe Global Education Network is an established leader in the development and administration of quality international education programs. For over 40 years, we have partnered with universities and colleges across the country and around the world, providing a full range of programs and integrated services designed to support all aspects of international education. Our strong worldwide network, professional expertise, and demonstrated success in the field make us the preferred resource for a growing number of US institutions of higher learning for their study abroad needs. CAPA is headquartered in Boston and operates programs in Buenos Aires, Dublin, Florence, London, Shanghai and Sydney. 

 CAPA The Global Education Network is committed to academic excellence, integrity and innovation in learning abroad. Our mission is to provide meaningful experiences that challenge and inspire students to analyse and explore complex political, cultural and social landscapes within urban environments. Through our commitment to personalized learning, collaborative learning communities and global connections via technology, we prepare students to live and work in a globally interdependent and diverse world. 

General Description 

Reporting to the Manager of Program and Student Services and based in London, the chief function of the Program and Student Services Assistant role is to provide logistical support to ensure the seamless running of specialized programs. The post holder will provide a high level of care and support for American students studying abroad with CAPA in London. This role will support program planning for CAPA programs. There will be a degree of pastoral care to CAPA students and the post holder will take part in the rotational holding of the CAPA emergency phone. This is a multi-faceted role for anyone interested in developing their experience in both student services and programming in the exciting and rewarding field of international education. 

The ideal assistant is typically an outgoing, highly flexible individual who is organized and has strong attention to detail and time management skills. This individual must be comfortable working with students from a variety of social and economic backgrounds, comfortable planning events autonomously and dealing with different suppliers and vendors to develop relationships. He or she will also be required to work evenings or weekends in order to attend extracurricular student events. 


Key Responsibilities 

Program Services Support 

  • Program planning, bookings and scheduling, including creating pre-arrival materials for distribution to students and faculty in the US, as well as arrival documents to be distributed upon arrival in the UK.
  • Assisting in the creation of program calendars. 

    Assisting in the creation of detailed itineraries for customized programs. 

  • Collaboration with the Manager of Program and Student Services on detailed program planning and regular discussions on each program requirement.  

    Update and work within a tracker for all customized programs and booking requirements

Visiting Faculty Support 

  • Assistance in securing visiting faculty housing if required 

  • Provide support to visiting faculty, including organizing field studies for individual programs, making bookings, and maintaining program-related communications to students and faculty.  

  • Accompanying faculty of field trips 

  • Create welcome packs and goodbye/thank you gifts for visiting faculty. 

  • Create and maintain field trip-related documents for students and visiting faculty, in conjunction with the London Academic Management Team. 

  • Sit in on weekly visiting faculty meetings, ensuring minutes are taken and meetings are followed up via email. 

Student Support 

  • Provide student service support to The Resident Director, Manager of Program and Student Services and Student Affairs Advisor.

  • Respond to student queries and problems as they arise; collaborate with other members of the Student Affairs team to handle the volume of student advising issues and utilize internal and external support services when necessary. 

  • Play a very active role in the arrival and induction period for students. This includes airport transfers and housing check-ins, leading walking tours, delivering arrival orientation sessions, attending and helping to manage arrival receptions and dinners, and giving welcome speeches to students and faculty when required.  

  • Assist when necessary with arrival/welcome packs for students 

  • Assist when necessary with organizing student enhancements (travel fair, including Global Cities trips, marketing, registration for example) 

  • Be in possession of the CAPA emergency phone on a rotational basis with other staff members. Providing 24/7 support when on-call and assisting students in the event of emergency situations. 

  • Regular attendance at a variety of student events and activities, including some outside of normal business hours. These include arrival and departure receptions, mid-term dinners, and various cultural activities. 


  • Contribute to arrival, mid-term and end-of-program reports in conjunction with other staff members/departments. 

  • Participate in weekly cross-departmental meetings focusing on program updates, scheduling and staffing. 

  • Provide additional coverage at CAPA’s front desk on occasion, as required, including covering of late shift as necessary 

  • Track budget and spending associated to programming



  • Demonstrated customer services skills and a passion for working with people, particularly undergraduate students. 

  • Exceptional communication skills. 

  • Strong time and event management skills. 

  • Superior organizational skills and attention to detail 

  • Ability to stay calm under pressure and handle difficult situations demonstrating strong problem-solving skills. 

  • Ability to work well independently as well as across departments. 

  • A high level of proficiency in computer software, particularly Microsoft Office (including Word and Excel). 

  • Familiarity with databases.  

  • Basic level of technical ability with computer and audio/visual equipment 

  • High degree of flexibility and a willingness to work outside of regular office hours at busy times of the year as well as when attending events or dealing with urgent student issues. 

  • The legal right to work in the UK.


  • Experience working with students 

  • Knowledge of the US education system


This is a fixed-term position beginning 2nd January 2020 to 31st July 2020. Standard hours are 37.5 hours per week between 9:00 AM to 17:30 PM, Monday to Friday. Due to the nature of the study abroad field, some evening and weekend work will be required. 

How to Apply:  

Join our team! To apply, please send your CV and cover letter with salary requirements at (please write in the subject line: " (Program and Student Services Assistant ").  

****Interviews will be conducted on a rolling basis, so if you are interested in the position please apply as soon as you can. The start date for this role will be Thursday 2nd January 2020** 


                           CAPA The Global Education Network is an equal opportunity employer. 



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  • Location
    London, London, City of
  • Department
    Program and Student Services
  • Employment Type
    Fixed Term
  • Minimum Experience
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