International Programs Administrator

This full-time, non-exempt role is primarily remote and includes occasional travel to our annual or biennial staff retreat in Colorado. To be considered you must have valid authorization to work for a United States based organization as this is a W-2 position with federal, state, and local tax implications. Applicants must be regularly available for live collaboration during SEI's business hours (approximately 8:30am through 4:30pm Mountain Time, Denver, CO USA). While some overlap with these hours is required, start and end times offer flexibility based on the employee's time zone. Due to the international nature of this role collaborating with our community members around the world, you may occasionally need to be available for meetings before or after our typical business hours.

A Little About Us

Somatic Experiencing® International (SEI) is a 501(c)(3) not-for-profit organization, the educational and humanitarian home for Somatic Experiencing. We exist to bring education and training to those who can help heal people with trauma, hope to those living with trauma, and awareness of trauma to related professional communities and the general public. We train healing and helping professionals in SE, and we mobilize them to volunteer, research, donate, and otherwise support our efforts to address the global crisis of unresolved trauma through access to SE.

About Your Role

The International Programs Administrator supports the efficiency, accuracy, and consistency of SEI’s International Programs. The role follows established processes and procedures to maintain accurate program data, tracking, and records while providing timely, effective customer service to organizers and other constituents. Reporting to the International Programs Manager, the Administrator works independently and collaborates regularly with the Global SEP Program team and other departments to coordinate program activities, support organizer communications and meetings, maintain accurate information across systems, and ensure administrative needs are addressed promptly and professionally.

Essential Duties and Major Responsibilities

Program Data Administration and Tracking – 30%

• Maintain and update International Programs tracking documents, including agreement tracking spreadsheets, the organizer contact sheet, and the International Course Continuum.
• Track organizer agreement expiration dates and establish reminders for the Accounting and Business Strategy Specialist.
• Track, approve, and update international training dates in designated records and coordinate corresponding updates with the IT team.
• Follow up with organizers regarding overdue training rosters.
• Maintain records and reports for International Programs, ensuring information is entered accurately and consistently.
• Periodically review international program information on SEI’s website and communicate required updates to the Marketing team.
• Assist with reviewing and correcting international data transferred to Fonteva.

Constituent Relations and Organizer Support – 30%

• Monitor and manage the International Programs email account and respond to inquiries promptly and professionally.
• Respond to constituent support requests for International Programs.
• Support prospective organizers throughout the application process by answering questions and providing clarification.
• Support organizers throughout onboarding and offboarding processes.
• Assist organizers and other constituents with Fonteva-related questions or concerns, coordinating with the IT team as needed.
• Process international video module requests.

Accreditation and International Program Administration – 20%

• Process international assisting and provider applications as needed.
• Support the administration of international program activities in accordance with established processes and procedures.
• Coordinate with organizers, faculty, and other members of the SE community to support assigned program needs.
• Maintain accurate documentation related to assigned applications, program activities, and follow-up actions.

Meeting Coordination and Cross-Functional Support – 20%

• Create and maintain a schedule of annual organizer check-in calls and coordinate meetings with oversight from the International Programs Manager.
• Prepare and distribute meeting agendas, take and distribute minutes, record meetings when appropriate, and provide recordings and supporting materials to participants.
• Attend and document quarterly organizer meetings and distribute meeting minutes and recordings to organizers.
• Attend Global SEP Program and other meetings as requested by the supervisor.
• Schedule meetings with organizers, faculty, and other members of the SE community as needed.
• Collaborate with the Global SEP Program and other departments to support program activities and resolve administrative needs.

Assist with other duties as assigned

Education

• High school diploma or equivalent is required.
• Associate or bachelor’s degree in business administration, international studies, communications, program administration, or a related field is strongly preferred.

Type of Experience Needed to be Successful

• 1+ years of experience in office administration, program support, data entry, tracking, or a related administrative function is preferred.
• Experience providing customer or constituent service through email is preferred.
• Experience studying or working outside the United States is preferred.
• Experience with Salesforce or a comparable CRM is preferred.
• Familiarity with the somatic therapy field is preferred.

Specialized Skills

• Intermediate to advanced, organizational and time-management skills, including the ability to manage multiple priorities and demanding deadlines, are required.
• Strong written and verbal communication skills, with the ability to provide professional and adaptable service to diverse international audiences, are required.
• Accurate data-entry, recordkeeping, and administrative-tracking skills with careful attention to detail are required.
• The ability to collaborate effectively with cross-functional teams and maintain professional relationships with organizers, constituents, and colleagues is required.
• Proficiency with Microsoft 365 applications, particularly Excel, Outlook, and Teams, as well as Zoom and Salesforce, is required.
• Proficiency in Spanish, Portuguese, or Chinese is preferred.

Core Competencies

• • Cultural Awareness and Inclusivity: Demonstrates respect for varied cultures, identities, perspectives, and communication styles. Approaches international interactions with curiosity, sensitivity, and an awareness of cultural differences that may influence expectations and working relationships.
  • Service Orientation: Anticipates and responds to the needs of organizers, constituents, and colleagues with professionalism, patience, and empathy. Provides clear information, manages expectations, and follows through consistently.
  • Planning and Coordination: Organizes interconnected schedules, meetings, records, communications, and deadlines with accuracy. Anticipates dependencies, maintains visibility into outstanding items, and follows up on time.
  • Accountability and Reliability: Takes ownership of assigned responsibilities, protects the accuracy and confidentiality of information, and meets commitments consistently. Raises questions or concerns promptly and corrects errors responsibly.
  • Adaptability and Composure: Remains calm, respectful, and solutions-focused when priorities shift, timelines become demanding, or sensitive concerns arise. Adjusts effectively while maintaining service quality and attention to detail.

Supervisory Expectations

The position has no regular responsibility for overseeing or supervising other team members’ work.

Independence of Action

Results are defined, and existing practices are used as guidelines to determine specific work methods and carry out work activities independently; the supervisor/manager is available to resolve problems.

Physical Demands and Work Environment: (The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to ⅓ of working time, “regularly” means between ⅓ and ⅔ of working time, and “frequently” means ⅔ and more of working time.)

• The work environment is a typical remote office environment involving extensive use of computers, web applications, and video-conferencing tools. The employee must be able to work effectively despite routine distractions, including electronic communications, virtual meetings, telephone calls, and interruptions.
  • The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • While performing the duties of this job, the employee is frequently required to sit and frequently required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.
  • The employee must occasionally lift and/or move up to 25 pounds and should do so soundly and safely.
• Occasional travel may be required for in-person staff meetings or other business needs. A valid driver’s license must always be maintained.

• 24 Days of Paid Time Off (PTO) Take time to rest, recharge, and attend to personal needs. PTO balances roll over annually and may accrue up to a maximum of 224 hours. Increased accrual rates at the 5th and 10th year of employment.
• 14 Paid Floating Holidays Enjoy the flexibility to observe the holidays and traditions that matter most to you. Employees receive two floating holidays upon hire, with additional days accrued monthly. This benefit resets annually.
• 8 Paid Sick Days Use sick leave for medical appointments, mental health needs, illness, caregiving responsibilities, or other health-related situations. This benefit resets annually.
• Paid Birthday Off Celebrate your special day with a paid day off each year.
• Paid Volunteer Day Give back to your community by volunteering with a nonprofit organization of your choice.
• Health, Dental, and Vision Insurance Employees and eligible dependents may enroll beginning on the first day of the month following 30 days of employment.
• Life Insurance, Short-Term Disability, and Long-Term Disability Coverage Employer-paid life insurance coverage of $15,000 is provided, along with short-term and long-term disability coverage. Employees may elect additional life insurance coverage at their own expense, subject to the Evidence of Insurability (EOI) process. Benefits become available on the first day of the month following 30 days of employment.
• 401(k) Retirement Plan Eligible employees may enroll on the first day of the month following 30 days of employment. The plan is administered by Elevate 401(k). Employer matching contributions are not currently offered.
• Remote Work Support Home office stipend and monthly internet stipend to help support your remote work environment.
• Professional Development Opportunities
  • Annual professional development stipend
  • Access to organizational training programs and educational learning opportunities including our Somatic Experiencing® Professional Training Program.

Professional working proficiency in a second language beyond English is preferred. The ideal candidate would posses proficiency in Spanish, Portuguese, or Chinese. Other language proficiencies will also be highly considered.