Program Associate - Fulbright Specialist Program

World Learning; Washington (District of Columbia); On-site; USD 44,496 - 54,384; Full time

Benefits offered by this job

Medical, dental, vision insurance

403(b) retirement plan

Flexible spending account

Job summary

World Learning in Washington, DC is seeking a Program Associate for the Fulbright Specialist Program. The role involves supporting project processes from application to logistics handling, ensuring data accuracy, and maintaining financial records.

The ideal candidate will possess a Bachelor's Degree and demonstrate strong organizational, communication, and time management skills. A detailed benefits package is included for full-time employees. This position requires a hybrid work model with at least two days in the office.

Qualifications

• One year of related work experience.
• Authorized to work in Washington, DC.

Responsibilities

• Track Specialist applications and address inquiries.
• Enter project data into the project management system.
• Support logistical arrangements for Specialists.
• Maintain accurate financial records.
• Compile program highlights for reporting.
• Coordinate for smooth program delivery.

Skills

Attention to detail

Data entry

Financial record keeping

Organization and prioritization

Communication skills

Time management

Logistics arrangement

Education

Bachelor's Degree

Job description

Program Associate – Fulbright Specialist Program

Reports to: Program Officer, Fulbright Specialist Program

Starting Salary: $49,440

Term of Employment: Full-time, non-exempt

Apply by: Applications will be reviewed on a rolling basis.

Base of Designation: Washington, DC - Hybrid (at least two days in office per week)

World Learning administers the Fulbright Specialist Program (FSP) on behalf of the U.S. Department of State. The Program Associate supports the full project cycle for an assigned portfolio of countries, including application processing, matching Specialists to projects, and logistical support. This role is highly detailed, organized, and thrives in a fast‑paced environment with steady workload.

Responsibilities

• Track Specialist applications and address inquiries from prospective Specialists and stakeholders in a timely and professional manner.
• Enter accurate and timely project data into the FSP project management system on Salesforce, ensuring data integrity throughout the project lifecycle.
• Support Specialist caseload in assigned regions: generate welcome packets, coordinate program departure preparation, arrange travel logistics, book international flights, assist with visa processes, enroll participants in a limited health benefits plan, support the closeout of completed grants, and troubleshoot logistical issues.
• Request disbursement of payments to Specialists and track all associated costs in the project management system.
• Support expense reconciliation and maintain accurate financial records, including timely submission of receipts and expense documentation.
• Collect and compile program highlights, participant quotes, and supporting materials for regular and ad hoc reporting to funders.
• Coordinate internally to ensure smooth program delivery and, when appropriate, elevate issues to the supervising Program Officer.
• Assume other program implementation and administrative responsibilities across portfolios and technical areas as required.

Requirements

Required Experience / Education

• Bachelor’s Degree and one year of related work experience.
• Authorized to work in Washington, DC.

Required Skills

• Excellent attention to detail, accurate data entry, correspondence, and financial record keeping.
• Strong organization and prioritization skills with proven experience managing multiple competing deliverables under deadlines.
• Excellent written and oral communication skills and ability to communicate clearly and professionally with internal and external stakeholders.
• Strong time‑management skills; able to anticipate workload demands and plan accordingly.
• Adaptable and composed under shifting priorities; maintain quality in a dynamic environment.
• Experience arranging complex logistics such as international travel, visas, and accommodations.

Preferred Skills and Experience

• International experience.
• Experience working directly with the U.S. higher education community.
• Experience with Salesforce or another CRM or project management system.
• Experience implementing U.S. Department of State‑funded exchange programs.

Required Behaviors / Competencies

• Comfort with and enthusiasm for operational and administrative core of the role; collaborative and team‑first approach.
• Proactive and transparent communication; asks clarifying questions and keeps supervisors and colleagues informed.
• Energetic and resourceful with a proactive problem‑solving and task‑ownership attitude.
• Supports continuous learning through program monitoring, data tracking, funder and MERL reporting, research, and reflection.
• Demonstrates curiosity about World Learning and represents the organization to external audiences appropriately.

Benefits

World Learning provides a comprehensive and competitive benefits package that includes medical, dental, vision, FSA/HRA, Life/AD&D, short‑term and long‑term disability, EAP, parking and transit, and a 403(b) retirement plan for full‑time and eligible part‑time employees.