Assistant Program Officer

Reporting to the Senior Program Officer, general duties and responsibilities include, but are not limited to:

• Assists Program Officers in the design, planning, and implementation of multiple IVLP projects throughout the program year with necessary guidance
• Researches and makes logistical arrangements for Inbound Short-Term Exchange Programs, including travel, lodging, and cultural activity reservations
• Supports budget administration and program finances by accurately estimating project costs, managing relationships with vendors, tracking and paying invoices, and providing a detailed accounting of all program expenses at the end of each project.
• Manages preparations and deliver administrative briefings for IVLP and Inbound Short-Term Exchange Program opening orientations
• Adds alumni and resource information to digital records
• Works closely with other departments at Cultural Vistas to complete program reporting requirements (i.e., Accounting, Human Resources, IT, Marketing & Communications, Growth Development, Program Learning & Impact)
• Other tasks as assigned

• Provides direct and on-going client relationship management through education, assistance, and proactive communication to ensure that exchange programs run smoothly and program requirements are understood
• Provides superior customer service through phone/e-mail/mail communications with all internal and external partners; including participants, the U.S. Department of State and other federal agencies, community-based members, and U.S.-based organizations

• Develops and maintains an advanced knowledge of best practices in program administration, as well as program-specific guidelines
• Adheres to Cultural Vistas policies and procedures as well as program-specific guidelines in order to properly represent Cultural Vistas
• Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications
• Supports on-going communication to appropriate staff as it pertains to initiatives and new and existing business
• Properly monitors assignments to completion and provides feedback and appreciation
• Works in accordance with the mission, goals, values, and strategic direction of Cultural Vistas

General Qualifications:

We’re looking for the right candidate, not the perfect candidate. That’s why we encourage you to apply if you’re interested in the role and believe you’d be an asset to our team, even if you don’t check every box below:

• Bachelor’s degree plus 2-3 years administrative and project management experience.
• Demonstrated ability to anticipate outcomes and problem solve
• Ability to multi-task, to prioritize workload, to organize, and make decisions in a deadline sensitive environment
• Strong analytical skills, good judgment, and critical thinking skills
• Demonstrated ability to maintain proactive, flexible, and inventive approach
• Possess commitment to professionalism and open communication
• Ability to provide excellent customer service for both internal and external customers
• Ability to exhibit a collegial attitude and excel within a collaborative team working environment
• Strong ability to communicate effectively, both verbal and written, with a wide variety of stakeholders across borders and cultures
• Strong personal commitment to continual professional development
• Interest in and commitment to the mission of Cultural Vistas
• Proficiency in Microsoft Office suite

Having one or more of the following will really catch our eye:

• Experience in intercultural environment required (international exchange/education, international relations, etc.)
• CRM experience and proficiency (including Salesforce), a plus
• Experience with event planning and logistics