Implementation Coordinator - English Language Programs

Location
Washington D.C
Posted
May 07, 2019
Closes
Jun 16, 2019
Ref
JR06538
Function
Program Manager
Industry
Education
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

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, and long-term participants, as well as 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 Implementation Coordinator is a key member of the Specialist team for the U.S. Department of State funded English Language Programs (ELP), handling all administrative responsibilities for program participants to one or more geographic region(s). S/he maintains regular communication with participants, Department of State counterparts, and U.S. Embassies abroad on program participant logistics. Reporting to the Specialist Vetting and Implementation Manager and working closely with internal CIED staff, the Implementation Coordinator has additional duties that 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, closing out participant assignments in adherence to program regulations.
  • 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, preparing visa letters as needed.
  • Coordinates virtual pre-departure orientations for participants as needed, creating and moderating orientation webinars and calls.
  • Receives and monitors participant progress via email, scheduled reports, and surveys, reviewing them for issues and passing information along to Department of State, as necessary.
  • 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, and participates in program evaluation and follow-on after participants complete their assignments.


Program Administration
  • Manages multiple program information databases, creating and maintaining 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, drafting scheduled quarterly and final reports for the Department of State and U.S. Embassies.
  • Manages data and archiving projects done by the program support staff and student interns.


Program Outreach
  • Backstops other team members while they are out of the office.
  • Takes on temporary duties when other team members leave their position, participating in program outreach and recruitment activities as needed.
  • Participates in the onboarding and training process of new team members.
  • Travels to the annual International TESOL Convention and prepares and makes presentations at program events, as needed.


Qualifications:
  • 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 strong organizational and time management capabilities and excellent writing and editing skills
  • Ability to interact and communicate in a positive manner with a diverse clientele, including university administrators, membership organizations, program participants, and government employees
  • Familiarity with accounting procedures and policies with a high level of attention to detail and ability to multi-task based on the 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
  • 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 in the non-profit sector or with federally funded educational exchange programs
  • Knowledge of the TESOL field
  • Experience presenting to large and diverse audiences

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