Assistant Program Officer

Cultural Vistas; Washington (District of Columbia); Hybrid; USD 52,000 - 78,000; Full time

Job summary

Cultural Vistas in Washington, DC invites applicants for a hybrid Program Coordinator role supporting IVLP projects and inbound exchange programs. You will assist in design, planning, and implementation, coordinate travel, lodging, and activities, and help manage program budgets and vendor relations.

You will maintain digital records, provide excellent client service to partners and stakeholders, and align with Policy and best practices while collaborating across departments to fulfill reporting

Qualifications

• Bachelor’s degree plus 2-3 years administrative and project management experience.
• Ability to anticipate outcomes and problem solve.
• Ability to multi-task, prioritize workload, organize, and meet deadlines.
• Strong analytical and critical thinking skills.
• Commitment to professionalism and open communication.

Responsibilities

• Assists Program Officers in design, planning, and implementation of IVLP projects.
• Researches and makes logistical arrangements for inbound Short-Term Exchange Programs (travel, lodging, activities).
• Supports budget administration and program finances; tracks invoices and expenses.
• Prepares administrative briefings for IVLP openings and orientations.
• Updates alumni and resource information in digital records.
• Collaborates with Accounting, HR, IT, Marketing & Communications, Growth Development, and Program Learning & Impact.

Skills

Client relationship management

Communication

Analytical skills

Problem solving

Time management

Education

Bachelor’s degree

Tools

Salesforce

Microsoft Office

Job description

Reporting to the Senior Program Officer, general duties and responsibilities include, but are not limited to:

Program and Grant Management Support (50%):

• Assists Program Officers in the design, planning, and implementation of multiple IVLP projects throughout the program year with necessary guidance
• Researches and makes logistical arrangements for Inbound Short-Term Exchange Programs, including travel, lodging, and cultural activity reservations
• Supports budget administration and program finances by accurately estimating project costs, managing relationships with vendors, tracking and paying invoices, and providing a detailed accounting of all program expenses at the end of each project.
• Manages preparations and deliver administrative briefings for IVLP and Inbound Short-Term Exchange Program opening orientations
• Adds alumni and resource information to digital records
• Works closely with other departments at Cultural Vistas to complete program reporting requirements (i.e., Accounting, Human Resources, IT, Marketing & Communications, Growth Development, Program Learning & Impact)
• Other tasks as assigned

Client Relationship Management (30%):

• Provides direct and on-going client relationship management through education, assistance, and proactive communication to ensure that exchange programs run smoothly and program requirements are understood
• Provides superior customer service through phone/e-mail/mail communications with all internal and external partners; including participants, the U.S. Department of State and other federal agencies, community-based members, and U.S.-based organizations

Professional Development (20%)

• Develops and maintains an advanced knowledge of best practices in program administration, as well as program-specific guidelines
• Adheres to Cultural Vistas policies and procedures as well as program-specific guidelines in order to properly represent Cultural Vistas
• Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications
• Supports on-going communication to appropriate staff as it pertains to initiatives and new and existing business
• Properly monitors assignments to completion and provides feedback and appreciation
• Works in accordance with the mission, goals, values, and strategic direction of Cultural Vistas

General Qualifications:

• Bachelor’s degree plus 2-3 years administrative and project management experience.
• Demonstrated ability to anticipate outcomes and problem solve
• Ability to multi-task, to prioritize workload, to organize, and make decisions in a deadline sensitive environment
• Strong analytical skills, good judgment, and critical thinking skills
• Demonstrated ability to maintain proactive, flexible, and inventive approach
• Possess commitment to professionalism and open communication
• Ability to provide excellent customer service for both internal and external customers
• Ability to exhibit a collegial attitude and excel within a collaborative team working environment
• Strong ability to communicate effectively, both verbal and written, with a wide variety of stakeholders across borders and cultures
• Strong personal commitment to continual professional development
• Interest in and commitment to the mission of Cultural Vistas
• Proficiency in Microsoft Office suite

Having one or more of the following will really catch our eye:

• Experience in intercultural environment required (international exchange/education, international relations, etc.)
• CRM experience and proficiency (including Salesforce), a plus
• Experience with event planning and logistics

This is a hybrid position based in Washington, D.C. with in-office work required and based on project needs (average of two days a week). This position is contingent on the continued availability of grant funds. For more information on our benefit offerings, please visit: https://culturalvistas.org/get-involved/work-with-us.