Description

FLSA STATUS: Non-Exempt

POSITION SUMMARY

Based in Washington, DC, the Program Assistant is an entry-level position with primary responsibility for administrative tasks and support associated with the AC Study and Research Abroad Programs department (“Outbound”). The Outbound department administers year-round, fee-based study abroad programs, overseas research programs, and faculty-led programs in countries throughout East Asia, Eastern and Southeast Europe, the Caucasus, and Central Asia. The Program Assistant will report to the Program Manager for study abroad in Taiwan and South Korea but will also support the entire AC Study and Research Abroad Programs team.

Position Responsibilities

Program Administration

• Assist program staff in the administration of multiple study abroad programs from the start of the application process to the completion of post-program requirements, including, but not limited to:
  • Collecting and processing participant applications, acceptance materials, evaluations, and other documents;
  • Coordinating application review processes with evaluators and selection committees;
  • Editing and updating program handbooks and other program materials;
  • Maintaining participant databases;
  • Creating and tracking invoices, requesting checks, and depositing payments;
  • Scheduling and monitoring the progress of language testing for participants;
  • Facilitating the visa process for program participants.
• Provide logistical support for meetings and events, such as selection committee meetings, program orientation sessions, webinars, and alumni events;
• Make domestic and international travel arrangements for participants and program staff as needed;
• Monitor deadlines and demonstrate regular follow-up in collecting documents from participants;
• Compile data and materials for grant proposals and reports;
• Itemize and prepare documents for archiving; and
• Other duties as assigned.

Customer Service

• Maintain regular communication with applicants, participants, study abroad offices, colleagues, and other program stakeholders;
• Respond to inquiries from program stakeholders via email, phone calls, and in-person meetings;
• Assist in carrying out outreach and promotional strategies for the department;
• Conduct occasional promotional visits to universities, including visiting study abroad offices, conducting information sessions for prospective students, and speaking to classes (some travel will be required); and
• Ensure high quality, consistent, and professional customer service to all stakeholders.

Qualifications

Requirements

• Bachelor’s degree required;
• Demonstrated skill with Microsoft Office (Word, Excel, Access, Outlook);
• Excellent written and oral communication skills in English;
• Ability to handle high volumes of communication with a variety of audiences effectively and professionally;
• Superb organizational skills and attention to detail;
• Demonstrated time management and prioritization skills;
• Demonstrated ability to manage routine office support tasks;
• Ability to exercise good judgment and discretion in handling on-program support and sensitive information;
• Strong self-direction and initiative skills;
• Ability to work independently while contributing to an overall team effort;
• Demonstrated problem-solving skills; and
• Ability to approach challenges with flexibility and a positive attitude.

Additional Information

• Experience living and/or working or studying abroad desirable; and
• Knowledge of a foreign language spoken in East Asia, Eastern/Southeast Europe, the Caucasus, or Central Asia preferred, but not required.

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.