Reporting to the Director of Exchange Visitor and Grant Programs, the Program Officer will be based in Cultural Vistas DC Office. They will develop and facilitate the operations of the International Visitor Leadership Program (IVLP) and inbound exchange programs (including Embassy programs) through program development, compliance, team work, knowledge sharing, and continuous client interaction.
Essential Duties and Responsibilities:
- Program Management for Inbound Exchange Visitor and Grant Programs -
Responds to Embassy and other funder requests in a timely manner and prepares comprehensive proposals, as required
Works in conjunction with partners to implement programmatic objectives and goals and organize resource meetings
Prepares submission of fiscal reports as requested by the U.S. Embassy and other funding partners
Provides support and guidance to program participants, as necessary, during the duration of their stay in the U.S.
Organizes participant/mentor selection processes and confirms eligibility and selection, as required per individual program guidelines
Works closely with Program Development and/or Berlin Office on the design and implementation of inbound placement programs
Develops, maintains and analyzes participant survey data
- Program and Grant Management for IVLP -
Facilitates the program from the beginning of the application process to completion with minimal guidance:
Designs, plans and implements multiple IVLP projects throughout the program year
Evaluates IVLP project applications to determine satisfaction of project objectives and U.S. foreign policy goals
Ensures that the program provides robust and meaningful training opportunities in line with the participants educational and professional experience
Coordinates program team in developing and implementing arrival orientations; program agenda; final debriefing sessions
Synthesizes program policies and expectations and effectively communicates them to all stakeholders
Monitors deadlines and demonstrates regular follow-up
Solicits regular feedback from internal and external stakeholders pertaining to the program
Stays abreast of expected growth/decline in program numbers, as well as oversees project budgets
- Client Relationship Management -
Maintains regular communication with the U.S. Department of State, U.S. Embassies, international participants, and Cultural Vistas local and national partners to ensure meaningful opportunities and a seamless process
Educates clients and participants on the purpose of the program, project objectives, budgets and evaluation requirements
Collaborates with Alumni Officer to fulfill Cultural Vistas plans for alumni engagement
Ensures project management processes and clear messaging with internal and external customers
Proactively engages clients and participants, including regular check-ins via phone, email, and in-person
Ensures high quality and consistent customer service to all parties
- Professional Development -
Develops and maintains an advanced knowledge of funder objectives and Cultural Vistas policies in order to properly represents Cultural Vistas throughout the process and at events
Develops and maintains industry knowledge by seeking out educational workshops, classes and related publications.
Supports on-going communication and collaboration to all appropriate staff as it pertains to initiatives and new and existing business
Takes a proactive approach to improve business functions and workflow within and between departments
Works in accordance with the mission, goals, values and strategic direction of Cultural Vistas.
Skills and Abilities Required:
Strong understanding of program management, project implementation and working within the constraints of a budget, preferably on Department of State or other related exchange programs
Strong leadership qualities, proactive and collaborative with the ability to serve as an effective role-model
Demonstrated ability to multi-task, prioritize workload, remain organized, and make decisions in a fast- paced, deadline sensitive environment
Strong critical thinking skills, problem-solving skills, and analytical thinking
Ability to effectively handle ambiguity by creating focus and direction for oneself
Ability to work efficiently with minimal oversight while providing guidance and support to others
Effectively communicates, both verbally and in writing, with supervisors, colleagues, external stakeholders and people of all backgrounds
Honest, direct and transparent communication regardless of the message
Ability to seek and use input from peers when necessary before making decisions
Commitment to professionalism and professional development
Ability to comfortably and confidently represent Cultural Vistas (e.g. public speaking)
High level of concern for providing exceptional customer service
Interest in and commitment to the mission of Cultural Vistas.
Foreign language skills a plus.
Computer Equipment and Software Experience Required:
Must be proficient in Microsoft Suite products.
Education and Experience Required:
Education: Bachelors degree in International Relations, Business, Political Science, Public Policy, or other related degree required. Masters degree a plus.
Years of Experience: Minimum of 4+ years of administrative experience in a cultural exchange, educational or international relations environment required. Two or more years of cultural exchange programming work a plus.
Physical Demands of Position:
Domestic and international travel may be required. Work on weekends, holidays, and evenings will be required on occasion.
Eligible for a benefits package:
Flexible Work Arrangement Schedules (35 Hour Work-Weeks)