Program Manager, Benjamin A. Gilman International Scholarship Program (Contingent Upon Funding)

FLSA STATUS: Exempt

Salary Range: $70,000 - $100,000 per year

Summary:

The Program Manager will serve as a key member of the team administering the U.S. Department of State’s Benjamin A. Gilman International Scholarship Program. This position is contingent upon funding and will support the Director in managing day-to-day operations, coordinating program activities, and ensuring successful implementation of all core components of the Gilman Program. The Program Manager will work collaboratively with staff, external partners, and the U.S. Department of State to support American undergraduate students of limited financial means in pursuing academic studies or internships abroad.

Key Responsibilities:

Program Operations and Coordination

• Support the Director in the execution and oversight of programmatic operations aligned with ECA guidelines and expectations.
• Help develop and maintain standard operating procedures for core activities including application cycles, award notifications, and participant support.
• Monitor project timelines and deliverables to ensure timely completion of program milestones.
• Coordinate internal meetings, prepare agendas, and track action items across program components.

Application and Selection Processes

• Oversee the technical review of scholarship applications, ensuring eligibility compliance and completeness.
• Assist in organizing selection panels and managing communications with external reviewers.
• Coordinate with IT and data teams to maintain the integrity and functionality of the online application and database systems.
• Support the development and updating of scoring rubrics, reviewer training materials, and selection protocols.

Scholar and Stakeholder Engagement

• Serve as a primary point of contact for prospective applicants, current Gilman Scholars, and institutional advisors.
• Support the development of virtual pre-departure orientation and reentry programming.
• Help manage student data and track required documentation (e.g., Pell Grant verification, passport details, travel plans).
• Assist with planning alumni engagement and follow-on service activities.

Outreach and Recruitment

• Contribute to recruitment planning, including the development of print and digital materials, event logistics, and engagement strategies for prospective applicants.
• Represent the program at conferences, workshops, and campus events as needed.
• Support the Advisor Ambassador and Alumni Ambassador initiatives through coordination, training, and engagement tracking.

Monitoring, Evaluation, and Reporting

• Collect and analyze quantitative and qualitative data to support monitoring and evaluation (M&E) efforts.
• Assist in the drafting of programmatic reports, success stories, and other deliverables to ECA.
• Help ensure compliance with all data privacy and federal reporting requirements.

Required:

• Bachelor’s degree in international education, public administration, international relations, or a related field.
• Minimum 4 years of experience supporting international exchange, scholarshi