Assistant Program Officer, Internships Abroad (NY)

Cultural Vistas
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Nov 16

Position description

Reporting to the Senior Program Director, the Assistant Program Officer will support and assist in the administration of all IA outbound programs.

Essential Duties and Responsibilities:

- Program Management -

  • Assists in the facilitation of all aspects of the programs in the Internships Abroad portfolio from the beginning of the application process to completion, including, but not limited to filing applications, depositing/ requesting checks, creating/conducting informational sessions, webinars and orientations, maintaining participant database, health insurance enrollment, program evaluation and program certificate mailings
  • Coordinates and conducts in-person and virtual interviews with applicants, in conjunction with Interns and staff
  • Monitors deadlines and demonstrates regular follow-up
  • In conjunction with Senior Program Director and Cultural Vistas Berlin Office, develops and maintains an advanced knowledge of work authorization regulations in Germany, Switzerland, and France, as well as Cultural Vistas policies and GDPR regulations, and their applications
  • Supports the Senior Program Director in IA budget administration and overall timeline tracking
  • In conjunction with Senior Program Director, properly monitors assignments to completion and provides feedback and appreciation
  • Performs other duties as assigned by Senior Program Director

- Client Relationship Management -

  • Communicates and engages with applicants, participants, host companies, universities, government agencies, and the Cultural Vistas Berlin Office, including regular check-ins via phone, email, and in-person meetings
  • Represents Cultural Vistas at local career fairs, college events, conferences and international gatherings
  • Primary contact for university/college partners for placement and visa/work authorization programs
  • Ensures smooth processing of applications in conjunction with J-1 Intern and clear messaging with internal and external customers
  • Answers program inquiries via phone, email, and mail
  • Ensures high quality and consistent customer service to all stakeholders

- Professional Development -

  • Develops and maintains an advanced knowledge of visa regulations, application requirements and Cultural Vistas policies in order to properly represent Cultural Vistas throughout the process and at events
  • Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications
  • Takes a proactive approach to improve business functions and workflow within the department
  • Supports on-going communication to all appropriate staff as it pertains to initiatives and new and existing business


Skills and Abilities Required:

  • Develops understanding of program management, project implementation and working within the constraints of a budget
  • Strong leadership qualities, proactive and collaborative with the ability to serve as an effective role-model
  • Demonstrated ability to multi-task, prioritize workload, remain organized, and make decisions in a fast- paced, deadline sensitive environment
  • Fluency in German required
  • Strong critical thinking skills, problem-solving skills, and analytical thinking
  • Ability to effectively handle ambiguity by creating focus and direction for oneself
  • Ability to seek and use input from peers when necessary before making decisions
  • Commitment to professionalism and professional development
  • Ability to work efficiently
  • Effectively communicates, both verbally and in writing, with supervisors, colleagues, external stakeholders, and people of all backgrounds from diverse cultures and countries
  • Honest, direct and transparent communication regardless of the message
  • Ability to comfortably and confidently represent Cultural Vistas i.e. public speaking
  • High level of concern for providing exceptional customer service
  • Demonstrated ability to communicate effectively within a multi-cultural environment and with people from diverse cultures and countries
  • Previous experience participating in study or work abroad program(s)
  • Demonstrated ability to anticipate outcomes and problem solve
  • Ability to troubleshoot issues experienced by Americans completing internships abroad
  • Ability to troubleshoot issues experienced by international host companies
  • Works in accordance with and in support of the mission, goals, values and strategic direction of Cultural Vistas

Computer Equipment and Software Experience Required:

  • Must be proficient in Microsoft Suite products. Prior CRM experience and proficiency a plus.

Education and Experience Required:

  • Education: Bachelors degree required; Master's degree a plus.
  • Years of Experience: Minimum 3-4 years of previous administrative, customer service, client relations management experience, including a minimum of 2 years of previous program management and supervisory experience in a cultural exchange, educational, or international relations environment. Fluency in German required.

Physical Demands of Position:

  • Domestic and international travel may be required. Work on weekends, holidays, and evenings may be required.

Application instructions

Please click here to apply.

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