Program Assistant Job with American Council

Program Assistant Job with American Council

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

DUTIES AND RESPONSIBILITIES

Program Administration

• Assist the Program Manager in the administration of multiple study abroad programs from the start of the application process to completion of post-program requirements, including, but not limited to:
  • Collecting and processing applications, acceptance materials, and other files;
  • Coordinating application review process 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 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 selection committee members, 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, American Councils field offices, 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 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;
• Knowledge of 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;
• Must have strong organizational skills and attention to detail;
• Effective 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;