Program Assistant, IVLP

We are seeking a Program Assistant to support the International Visitor Leadership Program (IVLP). Launched in 1940 by the U.S. Department of State, IVLP advances U.S. national security priorities and builds long-term relationships between Americans and international leaders in government, business, academia, and other fields, by bringing emerging foreign leaders to the United States to engage with their professional counterparts.

Provide basic administrative support on a core project and/or technical operations (e.g., processing payments and making travel arrangements). Assist with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff. Communicates extensively with staff and colleagues. This is a hybrid role in Washington DC.

Essential Job Functions

Finance Support (50-75%):

• Payment processing: receive invoices in financial system of record, compile payment packages, obtain approvals and submit for processing.

• Produce financial documents; maintain financial data in project databases

• Provide point of contact support for project staff, such as processing reimbursement requests and invoices.

Programmatic Administration (25%-50%):

• Make logistical arrangements for groups of international visitors to the United States, including travel, hotels, ground transportation, and coordination with local sponsors

• Produce project materials, including but not limited to arrival packets, administrative documents, and name badges

• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.

• Set-up technology for meetings; manage virtual meeting production logistics in coordination with program officers

• Brief interpreters and international participants on administrative procedures and logistical arrangements pertaining to their projects

• Maintain document management site, project files and databases  

• Maintain, copy, and coordinate storage and archiving of files.

• Serve as a backup to others at same level.

Applied Knowledge & Skills:

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.

• Must be able to read, write and speak fluent English, fluent in host country language as appropriate.

• Basic knowledge of concepts, practices and procedures with project design.

• Strong oral and written communication skills.

• Demonstrated proficiency with Microsoft Office suite software.

• Ability to problem solve and recommend corrective action as needed.

• Strong organizational and attention to detail needed to adhere to project deadlines.

• Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).

Problem Solving & Impact:

• Works on problems that are limited in scope.

• Problems are routine in nature and are standard procedures and policies.

• Works independently and within a team on special non-recurring and ongoing projects.

• Exercises judgment within defined practices and policies to perform duties.

• Decisions made generally affect own job or specific functional area.

Education

• Associate's Degree or its international equivalent

Experience:

• 0 - 2 years of relevant administrative experience.

• Prior experience using Microsoft Office Suite required.

• Strong organizational skills and a proven ability to handle logistics for multiple projects on different timelines.

• Experience processing payments is an asset.

• Strong oral and written communication skills; demonstrated professionalism in written correspondence.

• Demonstrated strong interpersonal and cross-cultural communication skills, and interest in international exchanges.

• English proficiency is required.

Typical Physical Demands:

• Typical office