Program Associate, IVLP

About the Role

The Program Associate (PA) implements the Department of State’s (DoS) International Visitor Leadership Program (IVLP). The PA is responsible for administrative and logistical arrangements for IVLP participants. This position is located in Washington D.C.

Key Responsibilities

• Uses database to prepare visitors' biographic information.
• Prepares welcome materials, including sightseeing information.
• Manages, disburses, tracks, and reconciles authorized funds such as per diem, cultural allowance, ground transportation, and travel advances.
• Arranges and troubleshoots program logistics, including domestic flights, accommodations, ground transportation, cultural events, and group enhancements while staying within budget limits.
• Coordinates and communicates with assigned interpreters and liaisons about project details and briefs visitors on IVLP provisions, including funding, health insurance, and travel arrangements.
• Develops comprehensive budgets of projected expenses in consultation with the Program Officer (PO) for proposal submission to DoS.
• Uses database to prepare program booklets and supporting documents; arranges to have program documents 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 DoS and Meridian Finance Office according to established timetables.
• Maintains key documents in a permanent file, which is prepared for digital or off-site storage.
• Communicates and regularly updates DoS officers and coordinators about administrative issues.
• During virtual programs, creates and updates Digital Program Book and serves as technical coordinator for online meetings.
• Responsible for completing all organizational administrative responsibilities in a timely manner and meeting 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.
• 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.
• Proficiency in Microsoft Office (including Word, Excel, and PowerPoint).
• Proficiency in Outlook and Teams.
• Experience with Canva, Zoom, and Salesforce is helpful.

Salary

$45,150 - $66,701