Program Coordinator, Implementation - Center for Intercultural Education and Development

Washington D.C.
May 17, 2018
Jun 04, 2018
Program Manager
Full Time
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Program Coordinator, Implementation - Center for Intercultural Education and Development

Since 1981, Georgetown University Center for Intercultural Education and Development (CIED) has been recognized as a leader in educational exchange programs for people around the world ranging from youth to senior business and public policy officials. CIED programs tap the distinguished academic resources of the University and the Center's more than 35 years' expertise in educational experiences that forge intercultural understanding.

The Program Coordinator for Implementation is a key member of the Implementation team for the U.S. Department of State funded English Language Programs (ELP). The primary objective of the team is to provide support for ELP participants, from the time they are selected to the program, through their graduation to the alumni community.

The Program Coordinator for Implementation manages all administrative responsibilities for program participants to one or more geographic region(s). Specific duties include maintaining regular communication with participants, Department of State counterparts and U.S. Embassies abroad on program participant logistics; creating and utilizing multiple datasheets and trackers; maintaining information in program databases; monitoring finance department processes; preparing participant agreements and other program documents; and coordinating with internal and external stakeholders to ensure successful execution of the participant assignments overseas. Other duties include, as needed, coordinating and participating in training and orientation events, sourcing vendors for events and services, and preparing and delivering presentations in person and online.

The English Language Programs sends experienced U.S. TESOL professionals to educational institutions on short- and long-term assignments in all regions of the world.   Short-term participants, Specialists, long-term participants, and Fellows are cultural ambassadors who promote English language learning and mutual understanding through cultural exchange. The Center for Intercultural Education and Development (CIED) at Georgetown University is the current administrator of English Language Programs.

The Program Coordinator for Implementation reports to the Manager for Implementation and does not supervise any staff. S/he works closely with internal CIED staff (ELP, Finance, Grants and Contracts); Georgetown University partners; U.S. Department of State staff; and personnel at U.S. Embassies world-wide. Duties include but are not limited to:

Participant Administration

  • Acts as participants' primary point of contact for all administrative matters in one or more geographic regions.
  • Produces, updates, and maintains program materials, handbooks, correspondence templates, and forms (both print and electronic).
  • Prepares participants' contractual documents, including agreements, amendments, and agreement terminations.
  • Processes participant health forms for clearance, enrolls participants in the health benefit plan, and maintains communication with Department of State health plan representatives as issues arise.
  • Manages domestic and international travel for participants, assuring compliance with federal travel regulations; and prepares visa letters as needed.
  • Manages aspects of the pre-departure orientation in Washington, DC.
  • Manages off-site and virtual orientations for participants as needed; and creates and moderates orientation webinars and calls.
  • Liaises with Department of State staff regarding participant issues before, during, and after assignment, following program policies.
  • Receives and monitors participant progress via email, scheduled reports, and surveys; and reviews them for issues and passes information along to Department of State as necessary.
  • Travels to and participates in Fellow mid-year professional development workshops, as needed
  • Prepares and makes policy presentations at pre-departure orientations and mid-year professional development workshops. 
  • Collects participants' financial documents, processes them with the finance department, monitors the payment schedule for timely and accurate disbursement, and works with the finance department to resolve any issues.
  • Processes participant expense reports and reimbursements.
  • Monitors participant spending for federal compliance.
  • Closes out participant assignments in adherence to program regulations.

Program Administration

  • Manages multiple program information databases; and creates and maintains program datasheets and trackers, including all updates and close-out
  • Creates, maintains, and reviews participant information trackers for external, Department of State use, requiring real-time and accurate data entry.
  • Manages participant filing systems both in hard copy and electronically.
  • Administers periodic online surveys and generates survey reports.
  • Drafts scheduled quarterly and final reports for the Department of State and U.S. Embassies.
  • Communicates regularly with Department of State in DC and internationally.
  • Manages data and archiving projects done by the program support staff and student interns.

Program Outreach and Other Duties

  • Participates in program outreach and recruitment activities, as needed.
  • Performs other duties, as assigned.


  • Bachelor's degree
  • Ability to independently establish objectives, plan, direct, and evaluate all aspects of work projects
  • Outstanding interpersonal verbal and written communication skills, with ability to interact and communicate in a positive manner with a diverse clientele, including university administrators, membership organizations, program participants, and government employees
  • Strong organizational and time management skills
  • Familiarity with accounting procedures and policies
  • High level of attention to detail and ability to multi-task based on evolving needs of multiple stakeholders
  • Demonstrated effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
  • Excellent writing and editing skills
  • Proficiency in Microsoft Office Suite software applications and social media platforms, with an emphasis on Google docs and previous experience in database and excel spreadsheet management

Preferred qualifications

  • Alumni of the US Department of State English Language Fellow or Specialist Programs
  • Experience working with federally funded educational exchange programs and/or with government organizations, ideally ECA/A/L programs
  • Events planning experience
  • Knowledge of the TESOL field
  • Experience presenting to large and diverse audiences

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EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

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