Student Support Services Assistant (Testing & Front Desk Reception)

Position                     

Student Support Services Assistant (Testing & Front Desk Reception)

Department              

Teaching & Learning Center

Position type            

Full-time

Location                  

Hillside Center (Mizonokuchi station)

Work hours             

37.5 hours per week (9:00 to 17:30, Monday to Friday)

Report to                  

Associate Director of Accessibility Services

Visa Requirement

Temple University, Japan Campus (TUJ) is able to sponsor a visa for this position.

Salary & Benefits

Salary commensurate with experience.

Eleven (11) days paid vacation in the first year, increasing to 20 days after 6 years of employment, plus 5 paid “personal and sick days” each year. In addition, approximately two weeks company-wide break over Christmas/New Year. Japanese social insurance and pension, commuting/telework allowance, a welfare-discount program membership, and retirement payment system.

Overview of the Position

The Student Support Services Assistant provides front desk and operational support for student support offices at the Hillside Campus, including the Counseling Office, Accessibility/Disability Services, and the Testing Center. This position serves as the primary point of contact for students visiting these offices and helps ensure a welcoming, professional, and confidential environment.

The role also supports the administration of exams, including coordinating schedules with students and faculty, administering and proctoring exams, and ensuring completed exams are securely returned to instructors. The position requires strong organizational skills, attention to detail, and the ability to exercise sound judgment while handling sensitive student information and academic materials.

Primary responsibilities

Front Desk & Student Support

• Greet students and visitors and assist with check-in for appointments with Counseling, Accessibility Services, and Testing.
• Provide general information about student support services and direct students to appropriate staff when specialized assistance is required.
• Maintain a welcoming, professional, and confidential reception environment.
• Respond calmly and professionally to students who may be experiencing stress or emotional distress and connect them with appropriate professional staff when needed.
• Follow established office procedures for responding to urgent student concerns and notify appropriate staff when a student may require immediate assistance.
• Follow established office protocols for responding to urgent or safety-related situations and promptly notify appropriate staff or campus safety personnel when necessary.

Testing Administration

• Coordinate exam schedules with students and instructors, ensuring testing appointments meet course requirements and approved accommodation parameters.
• Coordinate with instructors to obtain testing instructions, exam materials, and required parameters prior to scheduled testing appointments.
• Administer and proctor exams for students, including both accommodated testing and standard proctored exams when required.
• Verify student identity prior to the start of exams in accordance with Testing Center procedures.
• Follow testing protocols and instructions provided by instructors, including specific timing, materials, and permitted resources.
• Monitor testing sessions to ensure academic integrity and adherence to Testing Center policies and procedures.
• Maintain the security and integrity of testing materials before, during, and after exam administration.
• Manage testing reservations and respond to scheduling adjustments or last-minute changes when necessary.
• Notify faculty when students do not appear for scheduled exams.
• Document and report any testing irregularities or potential academic integrity concerns in accordance with Testing Center procedures.
• Respond appropriately to testing disruptions (e.g., late arrivals, illness, technology issues) in accordance with Testing Center policies and notify appropriate staff or instructors when needed.
• Ensure completed exams are securely returned to instructors following established protocols.
• Maintain accurate records of testing appointments, attendance, and incidents occurring during exam administration.
• Implement approved testing accommodations and instructor-provided testing instructions; questions regarding accommodation determinations or exam requirements are referred to the appropriate professional staff or course instructor.
• Support the implementation of Testing Center procedures and assist in maintaining consistent testing operations.

Communication & Administrative Support

• Respond to and manage inquiries received in person, by email, or by phone, and route inquiries to appropriate staff as needed.
• Communicate clearly and professionally with students, faculty, and staff from diverse linguistic and cultural backgrounds in an English-language academic environment.
• Coordinate with other campus departments when appropriate to assist students in accessing support services.
• Assist with general administrative tasks for Counseling, Accessibility Services, and Testing.
• Maintain informational materials and office resources for students.
• Assist with preparation of flyers, posters, and materials for office programs and events.

Confidentiality & Compliance

• Maintain strict confidentiality regarding student records, disability accommodations, counseling visits, and testing materials.
• Handle sensitive student information and academic materials with discretion.
• Maintain a confidential and secure reception environment, including monitoring access to the student services area in accordance with office procedures.
• Follow university policies regarding privacy, student records, and institutional procedures.

Additional Duties

• Perform other related duties as assigned in support of Counseling, Accessibility Services, and Testing Center operations.

Qualifications & Experience

• Bachelor’s degree.
• Prior experience in an administrative, customer service, or student services role preferred.
• Excellent English communication skills, with the ability to communicate effectively with students and faculty in a university environment.
• Strong interpersonal and communication skills.
• Ability to remain calm and professional when interacting with students experiencing stress or distress.
• Strong organizational skills and attention to detail.
• Ability to manage confidential information with discretion.
• Ability to work independently and manage multiple responsibilities in a student-facing environment.

Application Process

Review of applications will begin immediately with the desired start date of July 2026.

Required application materials to be submitted:

(a) cover letter,

(b) resume or c.v.,

(c) contact information for two references. 

Only those who passed the initial screening will be contacted.

Temple University, Japan Campus is committed to equal opportunity employment, and to increase diversity and inclusivity in both its community and curricula. All qualified applicants shall receive full and equal consideration for employment. The university does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law. Candidates who can contribute to the institution's goals are strongly encouraged to apply.