Program assistant specialist

Program Assistant Specialist

Location: Remote U.S. or Canada

Department: Talent Management

Employment Type: FT

Minimum Experience: Experienced

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  Note: This position has a finalist identified; however, we are posting it in accordance with our commitment to transparency and equal employment opportunity. All qualified applicants are encouraged to apply and will be considered should the current status change.

About Us

The mission of the IFS Institute (“IFSI”) is to bring more Self leadership to the world.

IFS (Internal Family Systems) is a transformative, evidence-based psychotherapy, based on the view that the mind is naturally multiple and that we all have a core Self that can’t be damaged and that knows how to heal.

The IFS Institute provides training for professionals and organizations globally, an annual conference, a practitioner directory for those looking for IFS trained providers, and a growing number of online courses, books, and other resources.

Our goal is to create learning environments and a community that teach and support the internal welcoming of parts that have been exiled, shamed, or marginalized within our systems so that they may be seen, heard, valued, and ultimately healed. Building and supporting a diverse workforce is foundational to this goal and we are a committed equal opportunity employer.

To learn more about our growing organization, view a few of our introductory IFS videos.

Position Summary

This role reports to the Director of Talent Management. The Program Assistant Specialist will support the Talent Management Team in recruiting, developing, staffing, and retaining Program Assistants for North American, International trainings and some workshops as needed. The specialist will engage in frequent and sensitive written and verbal interactions with members of the training community and Institute’s staff, while handling all matters in a professional and timely manner. The training community is a group of approximately 120+ trainers, assistant trainers, assistant trainee mentees and numerous program assistants who deliver training to members of the IFSI community.

IFS Institute is managed as a distributed team that uses technology and regular in person gatherings to stay connected. We are seeking someone who is comfortable with and skilled at remote work, self-leadership, and collaboration. We have two base locations – Chicago and Toronto.

Key Responsibilities:

• Under the direction of the Director of Talent Management this role serves as the main point of contact for the Program Assistants participating in IFSI organized training programs.
• Provide strategic insights and recommendations for the continued growth, retainment, and development of Program Assistants.
• Staff, schedule, and implement annual PA development workshops in North America and internationally.
• Set up and facilitate quarterly PA Orientations for onboarding new PAs.
• Work with trainers to develop content offerings and learning opportunities such as Lunch + Learns for PAs to improve and hone their skills.
• Support Talent Management Team in identifying PA prospects for the Trainer Track and providing feedback for trainer programs (i.e. ATP and ATM/AT Program).
• Maintain accurate records and data for the Program Assistants including participation in development programs and contact information.
• Oversee PA evaluations from participants and trainers.
• Assist with assigning Program Assistants to programs, including gathering relevant information from trainers (e.g. schedules), document and track details related to Program Assistants and related training programs with a high degree of accuracy, and respond to related inquiries
• Exercise good judgment and exceptional inter-personal communication skills while performing diverse, and sometimes confidential administrative tasks on both directed and independent projects.
• Create, edit, proof-read, summarize, and disseminate a variety of professional documents, such as policy and procedure documents, outlines, lists, guides, legal agreements, spreadsheets, emails, and presentations
• Create filing structures and systems to maintain impeccable and organized records regarding feedback, promotions, work history and other important trainer documents
• Communicate with IFSI administrators, trainers, and other stakeholders to ensure task and project completion, address special requests related to Program Assistants and talent management activities, and solve or escalate problems as needed
• Follow up and work to resolve PA grievances/issues in coordination with Director of Talent Management
• Attend talent management meetings, including trainer retreat events
• Other duties as assigned

Role Requirements

• 3- 5 years relevant experience, Administrative, experience preferred
• Bachelor’s degree
• Exceptional organizational, time-management, and follow-through skills
• Skilled at communicating kindly, clearly, and professionally in written and spoken English
• High level of sensitivity with strong interpersonal and customer care skills
• Team player who can work both independently and collaboratively
• Strong desire to do meaningful work that creates positive change in the world
• Highly organized, strong communicator and DEI advocate
• Ability to prioritize, problem-solve and meet deadlines
• Knowledge of MS Office products (Word, Excel, Outlook)
• Proficient at hosting Zoom meetings

IFS Institute is an Equal Opportunity Employer and does not discriminate based on any characteristic protected by local law.

If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email and confirming your request for an accommodation and include the job number, title and location to [email protected]. This option is reserved for individuals who require accommodation due to a disability. Information received will be processed by our U.S. IFS Institute HR Department who will provide assistance to ensure appropriate consideration in the application or hiring process.

Notice to Agency and Search Firm Representatives: IFS Institute is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any IFSI employee by a third-party agency and/or search firm without a valid written & signed search agreement, will become the sole property of IFS Institute. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.