Program Associate

Key Responsibilities

• Support the In-Person Program Lead in planning and executing program logistics throughout the program lifecycle.
• Research accommodation options based on established program requirements, budget, location, and student needs; conduct outreach, coordinate required paperwork, and escalate key commercial decisions to the Program Lead.
• Research, plan, and coordinate student excursions, campus visits, museum visits, and other experiential activities in line with program expectations and approved budgets.
• Maintain accurate records of vendor contacts, pricing, services, and program-specific notes to build institutional knowledge across locations.
• Identify logistical risks or gaps early and flag them to the Program Lead with relevant information and potential solutions.
• Conduct student interviews for applicants across each admissions cycle and maintain accurate interview records.
• Ensure the operations dashboard is kept current with the latest student information, application status, interview outcomes, and payment statuses.
• Track outstanding student forms, documentation, and other pre-program requirements and proactively follow up as needed.
• Support the Program Lead in ensuring that programs are appropriately prepared for launch and that outstanding requirements are clearly identified.
• Travel to program sites and provide on-ground operational support throughout the in-person portion of assigned programs.
• Cook up day-to-day logistics on site and liaise with vendors, mentors, residential staff, and other stakeholders to support smooth program delivery.
• Address on-ground student/parent concerns and escalate to the Program Lead based on severity.
• Maintain a professional, welcoming, and safe environment for students while adhering to Indigo Research and Crimson Education policies and procedures.
• Own the operational close-out of assigned programs, including outstanding vendor follow-ups, documentation, invoices, and other administrative requirements.
• Report incidents, operational issues, lessons learned, and relevant follow-up actions to the Program Lead.

Qualifications

• 1-2 years of working experience in education, program operations, youth development, project management, or a related field.
• Experience working on in-person programs, events, student experiences, or other multi-stakeholder projects.
• Experience working with operational dashboards, project management tools, or data trackers.
• Experience coordinating vendors, logistics, travel, events, or customer-facing programs is preferred.
• Proficiency in Microsoft Office Suite and Google Suite.
• Knowledge of college admissions and international education systems is preferred.
• Knowledge of research and publication processes is preferred.

Skills

• Outcome-oriented: Highly organized, effective at time management, result-oriented, and able to take ownership of responsibilities with a positive attitude and can-do mindset.
• Problem solving & resilience: Comfortable with multitasking, remains positive in times of uncertainty, recognizes when to ask for support, and initiates solutions.
• Attention to detail: Able to manage multiple moving parts, maintain accurate records, and identify gaps or inconsistencies before they become problems.
• Communication & interpersonal skills: Communicates clearly and professionally with students, parents, vendors, mentors, and internal stakeholders.
• Customer service attitude: Demonstrates patience and empathy, and shows genuine care for student experience.
• Adaptability & travel readiness: Comfortable working on site, managing changing circumstances, and traveling internationally during program periods.