United States of America: Program Officer

Job Description *

Purpose of Position:

The Program Officer will administer Fulbright U.S. Scholar grants sponsored by the Bureau of Educational and Cultural Affairs at the U.S. Department of State (ECA). The Program Officer will manage all aspects of the grantee lifecycle, including recruitment of qualified applicants, selection of grant recipients, pre-grantee administration and grant management, for a complex caseload of countries and/or programs within the Europe/Eurasia regions.

Work is carried out independently under general supervision.

Essential Duties and Responsibilities include the following. IIE may add, change, or remove essential and other duties at any time.

• Manages a portfolio of Fulbright U.S. Scholar Programs. Communicates directly with applicants, grantees, colleagues at ECA and colleagues overseas at Fulbright agencies. Assists participants in complying with program and government regulations during the term of their grant.
• Communicates with Outreach team on recruitment and publicity strategies for assigned programs, creates and implements recruitment plan, uses technology to conduct research and promote program, delivers informational programs and products electronically, in-person, by phone and in writing to promote program opportunities, policies, and procedures. Edits material for IIE’s Extranet and print publications.
• Organizes and facilitates review panels and other meetings, and prepares schedules for visitors from internal and external contacts.
• Coordinates the application process and ensures that participants’ documents are in compliance with Fulbright Program requirements. Reviews all documents for accuracy.
• Ensures successful selection and overall progress of grantees in programs by:
  • Notifying candidates of selection and providing pre-departure materials;
  • Assisting ECA with pre-departure orientations, virtual and in-person;
  • Providing grant materials, including terms and conditions of award, for individual grantees;
  • Creating, reviewing, and managing designated geographic regional and grantee budgets;
• Communicates with all grantees within assigned world regions such as in the event of a medical issue or natural disaster.
• Interacts with institutions of higher education, scholarly associations and, as needed, other external constituencies, including vendors, consultants and contractors, to professionally represent IIE. Liaises with commissions, posts, universities and other external contacts regarding program or grantees.
• Manages all correspondence and documentation with program participants and responds to general and specific questions, inquiries and correspondence. Troubleshoots participant and host issues. Maintains ongoing, open communication with the Regional Lead about program status and issues.
• Monitors budgets and maintains financial records; ensures that all travel expenses are paid correctly; provides reports on monthly, quarterly or as-needed basis. Contributes to preparing and monitoring applicable service agreements.
• Creates and maintains database and spreadsheet files, and ensures that participants’ data are correctly entered into databases and spreadsheets.
• Responsible for complying with applicable contract and ECA requirements and following all IIE policies and procedures. Participates in training to keep abreast of regulations, policies, technologies and procedures. Implements IIE’s contractual obligations to the sponsor in keeping with ECA’s program goals through interpretation and implementation of policies and objectives. Regularly coordinates with colleagues to ensure legal and program compliance.
• Researches and produces reports, as requested.
• May be responsible for delegating tasks to junior staff, overseeing interns and training new employees and interns.
• Occasional travel to U.S. universities and conferences may be required.
• Performs other duties as assigned.

Job Requirements *

Education/Experience:

• Undergraduate degree in related field, and at least 2 years related experience and/or training; or an equivalent combination of education and experience required.
• Program management experience including budgeting, maintaining client relationships, and delegating tasks and responsibilities in a complex, deadline-oriented environment preferred.
• Demonstrated interest in Western Hemisphere region such as living experience and/or relevant study, required.

Knowledge, Skills, and Abilities:

• Experience in projects and tasks involving complex details which require well-developed organizational, time-management and administrative skills.
• Excellent interpersonal and communication skills, both oral and written. Ability to read and interpret documents such as contracts, policy and procedure manuals and write complex reports and correspondence.
• Ability to interact with all levels of staff and external contacts; sensitive to cultural differences when working with people from other cultures; and ability to exercise discretion on confidential matters and to demonstrate sound judgment in consulting with and keeping others informed.
• Ability to easily adapt to changing organizational needs and a fast-paced work environment; work independently without close supervision and as part of a team.
• High level of job-focused multi-tasking skills and ability to perform under pressure of deadlines.
• Ability to compare and evaluate possible courses of action and recommend or decide appropriate course of action.
• Knowledge of higher education systems in the United States and abroad.
• Familiarity with the impact of international visa requirements and regulations on program operations..
• Familiarity with web-based knowledge sharing platforms and social media networks.
• Fluency in English, written and oral. Abilities in a second language relevant to the region preferred.
• Proficiency with MS Office applications including Word, Excel and Outlook.
• Willingness and availability to travel internationally and within the United States.

Work Environment and Physical Demands: Essential functions are typically performed in an office setting with a low level of noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IIE is an Equal Opportunity and Affirmative Action Employer of Females/Minorities/Veterans/ Individuals with Disabilities

https://iie.hua.hrsmart.com/hrsmart/ats/Posting/view/1717