Academic Assistant

Job Title: Academic Assistant Department: CIEE Florence

Location:
Florence, Italy Work Schedule: Full-time position, Monday through Friday Status: Full-time, temporary (6-month contract) Reports To: Academic Director, CIEE Florence Position Overview The Council on International Educational Exchange (CIEE) is a nonprofit study abroad and intercultural exchange organization dedicated to fostering global understanding through international education. We aim to empower students with the knowledge and skills to thrive in a globally interdependent and culturally diverse world. The Academic Assistant supports the day-to-day delivery and administration of CIEE Florence’s academic programs. Working closely with the Academic Coordinator, faculty, students, and staff, the Academic Assistant helps ensure that academic activities run smoothly, information is communicated effectively, and students and instructors receive timely and responsive support. This position is well suited to an organized, proactive, and student-focused professional who enjoys working in an international and fast-paced educational environment. The role involves a combination of academic administration, student support, faculty assistance, and logistical coordination. The position requires flexibility in

working hours
, with occasional evening or weekend commitments based on program needs. The Academic Assistant may also be asked to participate in selected student activities, excursions, or academic events.

Key Responsibilities
Academic Program Support
• Assist the Academic Director with the daily administration and delivery of CIEE Florence academic programs.
• Support course scheduling, classroom assignments, room setup, and changes to academic activities as needed.
• Assist with maintaining accurate academic calendars, schedules, and program information.
• Support student course registration, enrollment changes, and maintenance of academic records.
• Help prepare, organize, and distribute academic materials, including syllabi, course information, and evaluations.
• Maintain and update academic information and materials on Canvas and other relevant systems.
• Assist with photocopying, printing, preparation of classroom materials, and other academic administrative tasks. Faculty and Instructor Support
• Serve as a first point of contact for instructors regarding day-to-day academic and logistical needs.
• Assist faculty with classroom resources, materials, room reservations, and administrative requests.
• Assist with the collection and organization of syllabi, course materials, attendance information, and other required documentation.
• Support the administration of course evaluations and other academic quality-assurance activities. Student Academic Support
• Provide students with general information regarding courses, schedules, academic procedures, and deadlines.
• Assist with academic orientation sessions and other student-facing academic activities.
• Help students navigate Canvas and other academic systems.
• Respond to routine student questions and refer more complex academic matters to the Academic Coordinator or Academic Director as appropriate.
• Monitor and report attendance or other academic concerns in coordination with the Academic Coordinator.
• Assist with organizing academic workshops, tutoring, advising appointments, and other student support activities when needed. Communication and Coordination
• Support timely and accurate communication among students, faculty, and staff.
• Assist with preparing and distributing academic announcements, reminders, and other communications.
• Maintain organized records of academic correspondence, forms, and documentation.
• Help ensure that students and instructors receive updated information regarding schedule changes, academic events, deadlines, and program requirements. Administrative and Program Support
• Assist the Academic Director with data entry, record keeping, reports, and other academic documentation.
• Help collect and organize student feedback and other information used for program evaluation and improvement.
• Support the preparation of materials for faculty meetings, orientations, workshops, and academic events.
• Assist with special projects and other academic initiatives as assigned.
• Contribute to maintaining an organized, welcoming, and professional academic environment at CIEE Florence. Additional Duties
• Participate in selected student activities, cultural events, or excursions as assigned.
• Provide occasional evening or weekend support when required by program activities.
• Participate in emergency support procedures as assigned, including the rotating emergency phone.
• Perform other duties related to the successful operation of CIEE Florence’s academic programs as assigned by the supervisor. Qualifications Required
• Bachelor’s degree required; Master’s degree in education, international education, humanities, social sciences, or a related field is preferred.
• Previous experience in an academic, educational, administrative, or student-support environment.
• Strong organizational skills and the ability to manage multiple tasks and priorities effectively.
• Excellent interpersonal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work effectively with students, faculty, and colleagues from diverse cultural and professional backgrounds.
• Fluency in English.
• Strong computer skills, including proficiency with Microsoft Office.
• Ability and willingness to learn and use academic and learning management systems such as Canvas.
• Flexibility and a proactive approach to changing priorities and program needs. Preferred
• Experience working with U.
S. college students or in a higher education environment.
• Familiarity with U.
S. higher education or study abroad programs.
• Experience with Canvas or other learning management/student information systems.
• Experience living, studying, or working in an international or cross-cultural environment.
• Fluency in Italian or additional languages.
• Experience supporting student activities, orientation programs, excursions, or educational events. Skills and Competencies The successful candidate will demonstrate:
• Organization: Ability to manage details, deadlines, schedules, and competing priorities.
• Communication: Clear, professional, and responsive communication with students, faculty, and colleagues.
• Student Focus: A welcoming and service-oriented approach to supporting students.
• Teamwork: Ability to collaborate effectively within a diverse and dynamic team.
• Adaptability: Comfort working in a fast-paced international environment where priorities may change.
• Initiative: Ability to identify needs, solve routine problems, and take appropriate action independently.
• Cultural Awareness: Sensitivity and openness when working with individuals from different cultural and educational backgrounds.
• Reliability: Consistent follow-through and careful handling of academic information and records. Salary range: Prorated gross annual salary of €25,000. To Apply Please submit a CV and cover letter to the CIEE Florence Academic Director, Carla Fronteddu cfronteddu@ciee.org