Program Coordinator, International Visitor Leadership Program

Job Description

FLSA Status: Exempt

SUMMARY:

The International Visitor Leadership Program (IVLP) is the U.S. Department of State’s (DOS) premier professional exchange program. Through short-term visits to the United States, current and emerging foreign leaders in a variety of fields experience our country firsthand and cultivate lasting relationships with their American counterparts. Professional meetings reflect the participants’ professional interests and support the foreign policy goals of the United States.

Based in Washington, DC, the IVLP Program Coordinator (PC) manages and delivers the logistical and budgeting details of short-term professional exchange visits for 70-120 participants yearly from all around the world. The PC interacts with Program Officers and Coordinators from the U.S. State Department, international visitors and program liaisons, community-based member organizations, lodging and transportation vendors, and other employees - in meeting the logistical and grant management requirements of assigned IVLP projects.

The position will require close attention to detail, the ability to handle multiple tasks simultaneously and work independently, and a readiness to communicate with diverse groups of people. The Program Coordinator will work in a team with a different program officer for each project and will report to the Program Manager. Programs may take place virtually or in-person. Some travel may be required.

The ideal candidate will have general knowledge of and interest in international affairs and public diplomacy, demonstrated experience with successful logistical management of professional exchange programs, and the ability to communicate effectively with various program stakeholders as well as professionals from all around the world. Must have some budgeting experience and the flexibility to collaborate with a team of work independently as needed.

DUTIES & RESPONSIBILITIES:

• Design and oversee all aspects of program budgets including ensuring the timely submission of program closing requirements to the U.S. State Department Program Officer;
• Lead the creation of the IVLP program book shell of assigned projects and finalize details on logistics and professional appointments arrangements;
• Organize the program opening sessions;
• Provide planning and logistical support for in-person and virtual meetings, webinars/conferences, and events;
• Serve as a tech support at virtual meetings as needed;
• Make arrangements for domestic and international travel;
• Process invoices, credit card reports, check requests and payments;
• Assist in maintaining and updating participant and alumni database;
• Assist in the administration of alumni follow-on events and activities;
• Negotiate agreements for hotel or transportation;
• Liaise with internal and external stakeholders including other organizational units, U.S. State Department, Community Based Members, interpreters and liaisons, and vendors;
• Assist the social media coordinator in the administration of the program’s social media outreach, including the creation of written content and graphics;
• Perform office administration tasks as assigned; and
• Other duties as assigned.

Qualifications:

• 1+ years (or an equivalent) of experience in general logistics and/or office administration;
• Knowledge of foreign affairs and international exchange;
• High degree of organization and attention to detail, time management, collaboration, and professionalism;
• Demonstrated effective oral and written communication in English including the ability to communicate in a cross-cultural setting;
• Readiness to resolve issues outside of official work hours during emergency situations;
• Poise, flexibility, discretion, and mature judgment to respond professionally in a fast-paced and sometimes high-pressure environment;
• Work with a high degree of independence; confer with supervisor on complex issues;
• Ability to prioritize effectively and serve competing demands in order to meet set deadlines; and
• Knowledge of Microsoft Office suite and database management.

PREFERRED:

• BA or an advanced degree is preferred, but not required;
• Experience with U.S. State Department professional exchange programs administration;
• Experience in study abroad or working/living overseas preferred; and
• Foreign language proficiency is a plus.

EQUAL EMPLOYMENT OPPORTUNITY

American Councils is committed to taking affirmative steps to enhance employment opportunities for minorities, women, veterans, and people with disabilities, and strives to ensure that meaningful employment and promotional opportunities are maintained for everyone. American Councils’ commitment to equal employment opportunity is based not only on federal requirements, but also on a longstanding commitment to maintaining a diverse workforce reflective of the communities in which we operate.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

About the Organization

The world’s most successful institutions and determined nations work with American Councils for International Education through cultural exchange, language training, and professional development.

Since 1974, our educational portfolio has grown to include 90 countries important to national security, prosperity, and peace. Our programs are backed by thorough research to ensure their quality and integrity. Our participants represent a spectrum of learners, from high school through the postdoctoral and professional level.

To date, we have built a community of more than 100,000 alumni, including national leaders, ministers, members of parliament, ambassadors, and CEOs.