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Under the direction of the Program Officer, the Assistant Program Officer supports professional exchanges between U.S. host companies and international students and young professionals for Train USA’s 4500 Intern and Trainee programs annually. The Assistant Program Officer works with the Program Officer to educate external stakeholders regarding Cultural Vistas’ programs and services and the mission of the J-1 Exchange Visitor Program; evaluates exchange visitor applications for admission to Train USA and manages client relationships.
Essential Duties and Responsibilities:
- Program Management -
Manages the application process and provides guidance and support for host companies and 400-600 participants companies under the guidance of the Program Officer:
Evaluates visa sponsorship applications to determine compliance with J-1 visa regulations, as well as internal CV policies and makes recommendation to the Program Officer for approval
Ensures that the program provides robust and meaningful training opportunities that are in line with the participant’s educational and professional experience
Communicates program policies and expectations and effectively communicates them to external stakeholders including applicants, U.S. companies, and immigration attorneys
Monitors SEVIS deadlines and collaborates with supervisor to ensure accurate records
Solicits regular feedback from internal and external stakeholders pertaining to the program
Prioritizes tasks with attention to deadlines and customer expectations in a high-volume, time-sensitive and client-focused environment
Responsible for sending invoices and tracking payments
Provides administrative support to the Program Officer to facilitate application processing
Collaborates on miscellaneous projects as needed (For Example: composing external communication pieces, developing participant resources, hosting participant events, etc.)
In consultation with Program Officer, arbitrates issues between participants and host companies
- Client Relationship Management -
Maintains regular communication with host companies, participants, staff and Cultural Vistas partners to ensure meaningful opportunities and a seamless process
Educates clients, participants on the J-1 visa regulations, purpose of Exchange Visitor Program, and Cultural Vistas application process
In consultation with supervisor, develops and implements plan to proactively engage company clients – including regular check-ins via phone, email, and in-person to ensure high quality and consistent customer service
Ensures smooth processing of applications when needed and clear messaging with internal and external customers
Assists host companies in the development of training programs by synthesizing information and succinctly expressing the goals and objectives of the program in a training plan
Periodically conducts local site visits to ensure companies meet program requirements, participants are having a positive experience and to promote Cultural Vistas
- Professional Development -
Develops and maintains an advanced knowledge of J-1 visa regulations and Cultural Vistas policies, and their applications
Develops and maintains industry knowledge by seeking out educational workshops, classes and related publications.
Takes proactive approach to improve business functions and workflow within department
Works in accordance with the mission, goals, values and strategic direction of Cultural Vistas
Skills and Abilities Required:
Strong analytical skills, good judgment and critical thinking skills
Ability to multi-task, to prioritize workload, to organize, and make decisions in a deadline sensitive environment
Ability to provide excellent customer service for both internal and external customers
Strong ability to communicate effectively within a multi-cultural environment and with people from diverse cultures and countries
Must possess extraordinary attention to detail for records and compliance responsibilities including internal policies and standard operating procedures
Interest in the field of international education
Ability to represent organization in a professional manner during client visits
Demonstrated ability to anticipate outcomes and problem solve
Demonstrated ability to maintain proactive, flexible, inventive approach
Possess commitment to professionalism and communication
Ability to exhibit a collegial attitude and excel within a collaborative team working environment
Strong personal commitment to continual professional development
Interest in and commitment to the mission of Cultural Vistas
Foreign language skills a plus
Computer Equipment and Software Experience Required:
Must be proficient in Microsoft Suite products. Prior CRM and excel experience a plus.
Education and Experience Required:
Education: Bachelor’s degree required; International Relations, Business, Education, or other related degree preferred.
Years of Experience: Minimum of 3 years of previous client relations management, administrative, customer service, and program management experience required. Prior international and/or educational experience strongly preferred.
Physical Demands of Position:
Domestic travel may be required. Work on weekends, holidays, and evenings may be required.
Founded in 1963, Cultural Vistas is a nonprofit exchange organization promoting global understanding and collaboration among individuals and institutions. We develop international professional experiences that create more informed, skilled, and engaged citizens. Our programs empower people to drive positive change in themselves, their organizations, and society.