Program Officer, Fulbright Enrichment Seminars
Institute of International Education - New York, NY

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Purpose of Position: Supports the Enrichment Team in administering a program of enrichment activities for the Foreign Fulbright students who are studying in the United States. 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.

Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures

Financial:
Overview - monitors budgets and maintains financial records; ensures that all travel and expense are paid correctly; provides reports on monthly, quarterly or as-needed basis.

  • Collects and maintains financial records pertinent to program expenses such as invoices, payments and receipts.
  • Manages individual seminar budgets.
  • Ensures that seminar expenses are accurately reflected in IIE financial databases.
  • Supports financial reporting necessary to provide GRANTAX with grantee taxable expenses from attending enrichment events.
  • Oversees the management of travel arrangements for grantees assigned to seminars. Liaises with IIE's travel agent and grantees to facilitate seminar travel booking.
Grantee communication and management:
Overview - manages all correspondence and documentation with program participants and responds to general and specific questions, inquiries and correspondence. Manages the seminar assignment processes, supports Gateway summer orientation assignment processes and maintains grantee records.

  • Coordinates the application and assignments process for enrichment seminars and summer Gateway orientations.
  • Maintains and updates grantee information throughout the enrichment seminars' yearly cycle.
  • Communicates directly with grantees on seminar information and status of application and assignment.
  • Communicates with posts and commissions as necessary regarding summer orientations and grantees.
Event planning:
Overview - develop seminar program elements for the enrichment seminars and Gateway orientations. Liaise with vendors and other third parties to coordinate logistical arrangements for the seminars. Assist seminars delivery on-site.

  • Research and develop seminar agenda elements such as speakers, workshops, community service projects and other special activities.
  • Manage vendors such as hotels, opening/closing dinner venues, ground transportation companies and similar.
  • Establish relationships with partners such as Councils of International Visitors.
  • Organize site visits.
Extensive travel is required.

Performs other duties and functions as assigned.

Education/Experience:
Bachelor's degree and at least two years related experience and/or training; or equivalent combination of education and experience.

Experience with event planning.

Experience with financial data management.

Experience in projects and tasks involving complex details which require well-developed organizational, time-management and administrative skills.

Skills Required:
Excellent interpersonal and communication skills, both oral and written. Ability to read 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.

Knowledge of extranet, web and social media networks is preferred.

To perform this job successfully, an individual should have knowledge of Microsoft Excel and be able to manipulate data using this program.

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.

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