Program Assistant

Time Type: Full time

We are seeking a Program Assistant to support the International Visitor Leadership Program (IVLP) and other exchanges. Launched in 1940 by the U.S. Department of State, IVLP seeks to build mutual understanding between the United States and other nations through carefully designed professional visits to the United States for emerging foreign leaders in government, politics, the media, education, the arts, business and other key fields. The IVLP team develops programs for approximately 500 IVLP visitors from around the world each year. The Global Connections department designs and implements academic, professional, cultural, and youth exchange programs for students and emerging leaders around the world.

This person will provide administrative support to program officers working on IVLP projects and other exchange programs.

Essential Job Functions

• Make logistical arrangements for groups of international visitors to the United States, including travel, hotels, ground transportation, catering, and coordination with local sponsors
• Process and track project expenditures; produce financial documents; Assist in the monitoring of project budgets
• Produce project materials, including but not limited to arrival packets, name badges and administrative documents
• Maintain project files and database and provide general project support
• Brief interpreters and international participants on administrative procedures and logistical arrangements pertaining to projects
• Manage virtual meeting production logistics using Zoom and other virtual meeting platforms for IVLP participants in coordination with program officers
• Perform other duties, as assigned

Required Skills and Qualifiications:

• Strong organizational skills and ability to manage multiple administrative tasks with a high degree of accuracy; ability to work independently and as a team member, take initiative, meet deadlines, and be flexible
• Strong computer skills including use of databases and proficiency in Microsoft Office and Excel
• Strong oral and written communication skills
• Demonstrated strong interpersonal and cross-cultural communication skills
• Demonstrated interest in international exchanges
• Demonstrated interest in other countries
• Associate’s degree required; Bachelor’s degree preferred
• Typically requires 0 – 2 years of relevant administrative experience supporting projects and/or a technical practice area

Typical Physical Demands:

• Hybrid work environment (remote with occasional travel to DC office)
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• FHI issued laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%