Program Associate, IVLP

Summary of Position

The Program Associate (PA) implements the Department of State’s (DoS) International Visitor Leadership Program (IVLP). This role involves administrative and logistical arrangements for IVLP participants, including managing U.S. Government funds, completing travel arrangements, and preparing program documents. The position is based in Washington D.C. and requires residence in MD, DC, or VA. The position may work partially remotely until further notice.

Key Responsibilities

• Uses database to prepare visitors' biographic information.
• Prepares welcome materials, including sightseeing information.
• Manages, disburses, tracks, and reconciles authorized funds (e.g., per diem, cultural allowance, ground transportation, travel advances).
• Arranges and troubleshoots program logistics: domestic flights, accommodations, ground transportation, cultural events, and group enhancements, while staying within budget limits.
• Coordinates and communicates with assigned interpreters and liaisons regarding project details.
• Briefs visitors on IVLP provisions, including funding, health insurance, and travel arrangements.
• Develops comprehensive budgets of projected expenses in consultation with the Program Officer for proposal submission to the DoS.
• Uses database to prepare program booklets and supporting documents.
• Arranges for program documents to be translated, if necessary.
• Distributes biographic information and program booklets according to established timetables.
• Promptly pays bills, reconciles monthly Visa credit card statements, and processes travel expense reimbursements.
• Completes final accounting of total project expenditures for the DoS and Meridian Finance Office according to established timetables.
• Maintains key documents in a permanent file prepared for digital or off-site storage.
• Communicates and regularly updates DoS officers and coordinators about administrative issues.
• During virtual programs, creates and updates a Digital Program Book and serves as a technical coordinator for online meetings.
• Completes all organizational administrative responsibilities in a timely manner and meets all organizational administrative deadlines.
• Other duties as assigned.

Requirements & Tech Stack

• Undergraduate degree.
• 0-2 years of related experience.
• Or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
• Familiarity with Canva, Zoom, and Salesforce is helpful.

Qualifications

• Effective oral and written communication skills.
• Familiarity with Washington, DC and the United States.
• Ability to work effectively and accurately under pressure.
• Mature judgment and the ability to set priorities.
• Excellent attention to detail.
• Superior organizational skills.
• Ability to carry out responsibilities independently while functioning as part of a team.
• Strong inter-cultural communication skills; maturity, cultural sensitivity, and tact suitable for working with individuals from around the world.