Program Assistant, Critical Language Scholarship (CLS) Program

FLSA STATUS: Non-Exempt

PAY RANGE: $25.00 - $28.00/hour

POSITION SUMMARY

The Critical Language Scholarship (CLS) Program provides fully funded immersive summer programs for U.S. undergraduate and graduate students to learn languages of strategic importance to the United States' national security, economic prosperity, and engagement with the world. Since its inception in 2006, the CLS Program has supported nearly 10,000 participants to gain critical language skills and intercultural competence, which are in demand in a globalized workforce and increase a student's competitiveness across career fields. CLS alumni represent all 50 states, the District of Columbia, and Puerto Rico.

Each summer, over 500 American students enrolled at colleges and universities across the United States spend approximately eight weeks studying one of a dozen languages either overseas or virtually. Participants gain the equivalent of one year of language study, as the CLS Program maximizes language and cultural instruction in an intensive environment.

The Program Assistant supports the recruitment and selection of applicants and the administration of intensive overseas and virtual language institutes. Responsibilities include responding to a high volume of inquiries during application and notification periods, providing logistical support for in-person and virtual events, making arrangements for domestic and international travel, and a variety of program logistics and clerical tasks.

Based in Washington, D.C., the position will require close attention to detail, the ability to handle multiple tasks and work independently, and a readiness to communicate with various stakeholders. The Program Assistant will work closely with a dedicated team of CLS staff members and report to the CLS Program Manager. While organizational skills and attention to detail will be an important plus for any candidate, experience and interest in study abroad and international education is also important. Limited, occasional travel may be required. The position is hybrid, currently requiring two days a week in the office and for other events as required.

POSITION RESPONSIBILITIES

• Respond to a high volume of inquiries by phone and email;
• Participate in program outreach activities, including occasionally giving presentations;
• Prepare and distribute mass mailings of promotional materials, Congressional and Gubernatorial notification, and CLS certificate packets;
• Make arrangements for domestic and international travel;
• Enroll and register participants for travel benefits;
• Order program materials and maintain inventory lists;
• Package and ship program materials;
• Provide planning and logistical support for in-person meetings and events;
• Make arrangements for online webinars, meetings, and conference events;
• Assist in the administration of alumni follow-on events and activities;
• Develop and monitor staff assignments for events and meetings;
• Process and maintain applications and files;
• Track incoming documents;
• Prepare expense reports and financial documents;
• Process invoices, credit card reports, check requests and payments;
• Support the preparation of program materials and reports, including assembling and formatting documents, appendices, charts and graphs;
• Prepare for storage and proper disposal of program files in accordance with document retention policies and procedures;
• Participate in hiring committees for short- and full-term staff members;
• Provide support for CLS staff based in Washington, D.C.; and
• Additional duties as assigned.

REQUIRED QUALIFICATIONS

• A minimum of two years of relevant work experience;
• Excellent communication skills in spoken and written English and the ability to communicate with clarity and precision to various stakeholders
• Strong attention to detail and organizational skills;
• Ability to exercise good judgement and flexibility;
• Ability to work independently while contributing to an overall team effort;
• Ability to summarize and present information clearly and concisely;
• Demonstrated ability to manage routine office support tasks;
• Ability to manage multiple priorities quickly and effectively; and
• General financial accountability.

PREFERRED

• BA in relevant field (e.g. language, education, international affairs, area students, etc.);
• Expert knowledge of Microsoft Office applications, particularly Word, PowerPoint, Outlook, and Excel;
• Experience with study abroad, language learning, virtual learning, or in an international setting desirable;
• Study, work, or travel experience in a CLS host region of language and culture of at least one target region desirable; and
• Experience using tools such as SurveyMonkey and Airtable.

Additional Information about the Position

Position contingent upon funding.

BENEFITS

This position is eligible for healthcare benefits.

American Councils is committed to providing employment opportunities for all individuals, in accordance with current federal regulations. Our focus is on ensuring that all individuals have equal access to employment and advancement opportunities based on merit. American Councils' commitment to employment opportunity is driven by federal requirements, including Section 503 of the Rehabilitation Act (supporting individuals with disabilities) and the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) (protecting covered veterans). We also ensure our employment practices comply with all applicable regulations, including E-Verify requirements for work eligibility. We are dedicated to fostering a workplace where all individuals have the opportunity to succeed and grow, in full compliance with federal law.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.