Program Officer, CBYX and Short-term Programs (NY)

Cultural Vistas
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    May 30

Position description

The CBYX and short-term programs Program Officer facilitates all aspects of the American side of the reciprocal Congress-Bundestag Youth Exchange for Young Professionals (CBYX) program, as well as short-term programs, starting with co-administration of the STEM LAUNCH program, with minimal guidance. This position is responsible for effectively managing the planning, organization, and implementation of programmatic efforts, including marketing initiatives, and participant and stakeholder support.

Essential Duties and Responsibilities:

- Program Management -

  • Serves as primary point of contact for American participants and applicants
  • Organizes and implements CBYX marketing campaign in conjunction with the Assistant Program Director, Cultural Vistas Marketing department, and other outbound program teams
  • Represents Cultural Vistas, CBYX and STEM LAUNCH at conferences, fairs and meetings
  • Oversees and streamlines application process; works closely with IT department to ensure application is updated in timely manner
  • Guides staff in administering CBYX activities, including, but not limited to filing applications, depositing/ requesting checks, creating/conducting informational sessions, webinars and orientations, maintaining participant database, STEP enrollment, program evaluation and program certificate mailings
  • Organizes selection process for American CBYX candidates, including selecting interview sites in conjunction with Assistant Program Director, planning staff and interview panelists in conjunction with Program Assistant, and planning pre-selection and selection weeks following interviews
  • Creates, updates and sends CBYX pre-departure mailings
  • Attends and coordinates content for seminars for American participants
  • Works under direction of Assistant Program Director to support German CBYX participants program as necessary (e.g. troubleshooting placement difficulties, communicating with host families, college coordinators, etc.)
  • Drafts STEM LAUNCH grant proposal and final report for the Halle Foundation
  • In collaboration with other staff, including the Cultural Vistas European Office, plans and organizes the STEM LAUNCH program, including recruiting, implementing virtual component, planning and running pre-departure orientation, and arranging site visits and follow-up projects
  • Manages CBYX marketing budget and STEM LAUNCH program budget
  • Supports the Senior Program Director in overall budget administration and timeline tracking
  • Monitors deadlines and demonstrates regular follow-up
  • Other duties as assigned by Assistant Program Director

- Client Relationship Management -

  • Proactively engages vendors, stakeholders and participants, including regular check-ins via phone, email, and in person
  • In collaboration with Program Assistant, ensures that all application inquiries are answered
  • Solicits regular feedback from internal and external stakeholders pertaining to CBYX and STEM LAUNCH programs
  • Maintains regular communication with German partner organization, participants and Cultural Vistas partners to ensure meaningful opportunities and a seamless process
  • Educates prospective applicants, colleges, and current participants on the purpose of the programs, program requirements, visa regulations, and alumni activities
  • Ensures smooth processing of applications and clear messaging with internal and external stakeholders
  • Transitions processes into Salesforce as relevant
  • Ensures high quality and consistent customer service to all parties
  • Proactively reports on survey and report results to Assistant and Senior Program Director; adjusts program as necessary
  • Proactively provides content to Senior Program Director for quarterly reports to ECA

- Alumni Management -

  • Project management for CBYX Alumni Association (CBYXAA) including, but not limited to:
  • Oversees communications with alumni volunteer committees in conjunction with the Assistant Program Director
  • In conjunction with Assistant Program Director, manages selection of winners of Goethe-Institut CBYXAA scholarship contest and CBYXAA mini-grants competition

- Professional Development -

  • Grows and maintains an advanced knowledge of visa regulations, Cultural Vistas policies and current issues in international education in order to properly represent Cultural Vistas in program administration and at events
  • Grows and maintains industry knowledge by seeking out educational workshops, classes, and related publications
  • Supports ongoing communication to all appropriate staff as it pertains to initiatives and new and existing business
  • Takes a proactive approach to improve business functions and workflow within the department
  • Works in accordance with the mission, goals, values, and strategic direction of Cultural Vistas


  • Working proficiency in German language required
  • Strong understanding of program management, project management and 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 manage multiple ongoing projects simultaneously, prioritize workload, remain organized, and make decisions in a fast- paced, deadline-sensitive environment
  • Strong critical thinking skills, problem-solving skills, and analytical thinking
  • Ability to effectively handle ambiguity by creating focus and direction for oneself
  • Ability to work efficiently with minimal oversight while providing guidance and support to others
  • Ability to effectively communicate, both verbally and in writing, with supervisors, colleagues, external stakeholders and people of all backgrounds
  • Honest, direct and transparent communication regardless of the message
  • Ability to seek and use input from peers when necessary before making decisions
  • Commitment to professionalism and communicability
  • Ability to comfortably and confidently represent Cultural Vistas (e.g. public speaking)
  • High level of concern for providing exceptional customer service to internal and external stakeholders
  • Interest in and commitment to the mission of Cultural Vistas

Computer Equipment and Software Experience Required:

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

Education and Experience Required:

  • Education: Bachelors degree required, Masters degree a plus.
  • Years of Experience: Minimum 3-4 years of previous administrative, customer service, client relations management, or program management experience in a cultural exchange, educational, or international relations environment.
  • Working proficiency in German language 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.

follow us on Twitter