Exchange Visitor Program and Participant Supp

Southwestern Family of Companies; Nashville (TN); On-site; USD 48,000 - 60,000; Full time

Job summary

Global Educational Concepts (GEC) is seeking a full-time Exchange Visitor Program and Participant Support Coordinator in Nashville, TN. The role focuses on processing participant applications, monitoring programs, and ensuring compliance with DOS guidance while delivering excellent customer service.

The position reports to the Director of Operations and requires collaboration with applicants, host employers, and foreign partner agents.

Qualifications

• Bachelor’s degree in Business Administration, Operations, Student Personnel Services, Student Affairs or related field.
• 3 years of experience in customer service, office management, or work with a Designated Exchange Visitor Sponsor.
• Proficient in Microsoft Office Suite.
• Attend Department of State meetings and become familiar with CFR.
• Eligible to serve as the U.S. Department of State Alternate Responsible Officer (ARO).
• Ability to handle high stress situations and meet deadlines.
• Ability to explain program regulations to exchange visitors and vendors.
• Strong professional image and customer service skills.

Responsibilities

• Communicate with applicants and stakeholders for processing or monitoring.
• Monitor applications to ensure CFR and DOS guidance compliance.
• Review applications for eligibility and process within 48–72 hours.
• Update applications in company database and SEVIS.
• Conduct in-person or video orientation events.
• Conduct sponsor interviews and follow-up to assess English and suitability.
• Maintain participant contact and address questions and concerns.
• Vet stakeholders per policy and regulations.
• Ensure agreements are signed and information updated in systems.
• Draft incident and complaint forms per DOS rubric.
• Provide ongoing support and assistance to Exchange Visitors.
• Manage participant files and SEVIS records.
• Collaborate with team and present onboarding information.
• Serve as DOS Alternate Responsible Officer when needed.
• Assist with travel arrangements and program information guides.

Skills

Interpersonal skills

Written communication

Verbal communication

Independent work

Team collaboration

Stress management

Attention to detail

Problem solving

Education

Bachelor’s degree in Business Administration, Operations, Student Personnel Services, Student Affairs or related field

Tools

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Exchange Visitor Program and Participant Supp

Full Time Admin/NonSales Nashville, TN, US

2 days ago Requisition ID: 1169

ABOUT US:

Global Educational Concepts (GEC) helps international students and professionals travel to the U.S. each year to participate in a variety of cultural exchange programs. Our short-term exchange programs encourage and support public diplomacy through people to people relationships that promote peace and mutual understanding. GEC participants work and train across the U.S., gaining new skills and experiencing American culture while also sharing their culture with us. Our programs are governed by the U.S. Department of State, supporting and building upon their mission of public diplomacy and mutual understanding between nations, one exchange student at a time. Through these life changing experiences, we build the bridge between different countries, cultures, and people, striving every day to make a difference in the world.

JOB SUMMARY:

The Exchange Visitor Program and Participant Support Coordinator is responsible for Participant application processing and program monitoring support. This position communicates with applicants, Foreign Partner Agents, Host Employers and other stakeholders to process applications, monitor programs, provide assistance and complete reporting requirements. The Exchange Visitor Program and Participant Support Coordinator communicates with and monitors the Participant’s program and serves as the primary customer service support to the Participant while adhering to the Code of Federal Regulations, US Department of State (DOS) issued guidance and according to company policy. This position reports to the Director of Operations and provides excellent customer service to team members and customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES:

• Communicate with applicants, Foreign Partner Agents, Host Employers, and other stakeholders as needed for Participant application processing or program monitoring
• Communicate and monitor the application process to ensure compliance with the Code of Federal Regulations and US Department of State (DOS) issued guidance
• Review participant applications to determine eligibility of applicants based on the Code of Federal Regulations set by the US Department of State
  • Process completed applications within 48 to 72 hours
  • Update and process applications in the Company database and in the Student and Exchange Visitor Program System (SEVIS)
  • Conduct in-person recruiting and orientation events in-person or via video-conferences
  • Conduct Sponsor interviews with applicants and conduct follow-up interviews to determine English language skills and program suitability
  • Monitor and maintain contact with participants during their program in the US and follow up on their questions and concerns
  • Monitor the status and replies of automated monthly participant questionnaires or evaluations
  • Contact participants based on replies as needed
  • Vet stakeholders according to Company policy and federal regulations
  • Ensure all parties sign agreements and update required information in applicable systems
  • Draft incident and complaint forms according to DOS reporting rubric
  • Answer and document Exchange Visitor inquiries. Identify problems and initiate the appropriate response according to policy.
  • Advise participants how to solve problems or concerns related to their program and assist their understanding of cultural differences of living, working, and training in the US
  • Provide on-going support and assistance to Exchange Visitors
  • Complete tasks in the Company database such as validations, address updates, follow-up screenings, and monitoring evaluations according to policy
  • Ensure 100% compliance with Exchange Visitor orientation
  • Manage and maintain participant files, records, databases, and SEVIS
  • Collaborate with team members to solve a variety of Participant program questions and concerns
  • Conduct education and onboarding presentations with stakeholders
  • Be familiar of the responsibilities of the Exchange Visitor program per the Code of Federal regulations and serve as a US Department of State Alternate Responsible Officer (ARO)
  • Utilize and coordinate task training with staff hired to assist with program support
  • Assist with Program Information Guides for participants
  • Assist with creating exchange visitor documents
  • Serve on the on-call rotation schedule during peak arrival seasons
  • Assist with travel arrangements and monitor itinerary as needed
  • Perform other duties as assigned

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Operations, Student Personnel Services, Student Affairs or related field
• 3 years of experience in customer service, office management, or experience working with a Designated Exchange Visitor Sponsor
• Proficient in Microsoft Office Suite
• Attend Department of State meetings (typically 1-2 days per year) and become familiar with Code of Federal Regulations
• Must be eligible to serve in the role of the U.S. Department of State Alternate Responsible Officer
• Ability to handle high stress situations within set deadlines
• Ability to comprehend the program regulations as it relates to the J-1 visa program and communicate program regulations to exchange visitors, vendors, and others
• Ability to project a professional image and exceptional customer service to exchange visitors, housing vendors, foreign partner agents, host organizations, local coordinators, government officials, and concerned citizens
• Must demonstrate sound judgment and effectively prioritize housing related issues
• Sound decision making and independent judgment skills
• Ability to work independently and with a team
• Ability to work on multiple projects simultaneously while accomplishing daily tasks
• Effective oral and written communication skills and excellent interpersonal skills
• Exceptional attention to detail, critical thinker and problem-solving skills
• High standards for integrity, honesty, professionalism, and work ethic
• Commitment to service excellence
• Demonstrate flexible and efficient time management and ability to prioritize workload
• Ability and willingness to move with purpose and a strong sense of urgency
• Self-motivated, positive, reliable and enthusiastic
• Self-starter with a strong desire to exceed expectations and capable of supporting a team
• Maintain confidentiality discretion
• Ability to effectively work in collaboration with others to achieve business objectives