The Program Associate provides financial, logistical and administrative support to the International Visitor Leadership Program (IVLP) team in adherence with Bureau of Educational and Cultural Affairs, U.S. Department of State (ECA) and IIE guidelines. IVLP connects current and emerging foreign leaders with their American counterparts through short-term visits to the United States. IIE’s IVLP programs welcome about 860 visitors through approximately 100 multi-city, three-week projects each year.
The Program Associate develops individual project budgets, makes travel and other logistical and administrative arrangements, processes payments, reconciles budgets and communicates extensively with various internal and external stakeholders. Using sponsor databases and IIE financial systems, the Program Associate provides the necessary financial and logistical support for all types of projects. S/he trains new team members and prepares monthly internal and external deliverables.
Essential Duties and Responsibilities include the following.
- Develops project budgets for grantees determining lodging rates, M&IE per GSA, cultural, transportation and other varying allowances.
- Prepares financial and program documents using IIE and sponsor databases.
- Arranges grantee travel and payments.
- Coordinates with hotels and ground transportation for GSA rates, reservations and accurate and timely invoices.
- Prepares payments to vendors; tracks and reconciles project expenses.
- Prepares monthly travel card expenses, P-Card expenses, CBM Utilization report to sponsor, uses CRM to archive project data and initiate grantee set-up.
- Maintains participant data in shared folder, databases and spreadsheets.
- Communicates program policies and procedures via e-mail, telephone, and in person to internal and external stakeholders.
- Makes formal presentations to grantees at each project opening on the financial and logistical aspects of the project; distributes prepaid cards, medical coverage and ensures compliance with program requirements.
- Troubleshoots participant and project issues in regard to logistics, prepaid cards and medical emergencies.
- Participates in IIE and sponsor trainings to keep abreast of regulations, policies, technologies and procedures.
- Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures.
- Performs other related duties and functions as assigned.
- Four year degree and at least one year of administrative work experience, preferably in a not-for-profit, internationally-focussed work environment; or equivalent combination of degree and work experience.
- Familiarity with project management and accounting principles highly preferred.
Knowledge, Skills, and Abilities:
- Well-developed organizational, time-management, multi-tasking and administrative skills.
- Excellent interpersonal and communication skills, both oral and written.
- Strong attention to detail.
- Basic understanding and interest in finance and accounting principles and logistical coordination.
- 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; able to work independently and as part of a team.
- Intermediate proficiency with MS Office applications including Word, Excel and Outlook.
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.