The Program Coordinator will support administration of the Fulbright Scholar Program. S/he supports the Events and Enrichment Team throughout the year with implementation of events including, but not limited to: Fulbright Student and Scholar pre-departure orientations, peer review by external committees of Fulbright Scholar applications, seminars and workshops geared toward visiting (non-U.S.) scholars, as well as a variety of cross-cultural enrichment activities.
Work is carried out under general supervision
Essential Duties and Responsibilities include the following. IIE may add, change, or remove essential and other duties at any time.
- Coordinates and supports event logistics such as booking travel and transportation, and managing sleeping rooms for internal and external events that include but are not limited to pre-departure orientations geared toward U.S. scholars and students, U.S. based enrichment seminars, peer review meetings, conferences, workshops and cross-cultural activities for visiting (non-U.S.) scholars.
- Collaborates with sponsor and IIE staff to create menus for in-house meetings, liaises with caterer for day-of logistics.
- Drafts supporting program materials, compiles packets for participants, peer reviewers and sponsors, ensures supporting material and supply counts and coordinates event deliveries.
- Processes purchase orders and vouchers as well as payments and reimbursements for vendors and consultants.
- Disseminates program surveys and assists with compilation of event analytics.
- Performs administrative tasks, such as copying, and data entry.
- Responds to internal and external inquiries and refers, as appropriate.
- Conducts research, as required.
- Assists in new staff training and participates in projects as requested to contribute to continuous improvement in efficiency, effectiveness and communication.
- Supports Fulbright Events and Enrichment team projects.
- Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures.
- Performs other duties and functions as assigned.
- Occasional local travel may be required.
Job Requirements *
Education/Experience:
- Bachelor’s degree required. Two years administrative experience desired; experience assisting events strongly preferred.
Knowledge, Skills, and Abilities:
- Adaptability to changing organizational needs and a fast-paced work environment.
- Excellent interpersonal and communication skills, including oral, written, telephone and email.
- Excellent computer skills, including database, word processing, spreadsheet applications and Internet research.
- 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.
- Well-developed organizational and time-management skills.
- Strong administrative and analytical skills; discerning in determining when additional consultation is needed.
- Excellent attention to detail and job-focused multi-tasking skills.
- Ability to work effectively under pressure of deadline.
- Ability to work independently and as part of a team.
- Proficiency with Microsoft Office Suite, particularly Excel, Word, Access and Outlook.
Work Environments 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
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