Position Summary:
Under the direction of the Program Officer, the Program Assistant supports international students and young professional participants with application processing, customer service and program support efforts for Train USA’s 4500 Intern and Trainee participants annually.
RESPONSIBILITIES
- Essential Duties and Responsibilities:
- - Program Support -
- Assists with the processing of up to 600 applications for J-1 visa sponsorship under the guidance of the Program Officer:
- Reviews participant application materials and documents for eligibility in line with federal regulation and company policy for final decision by the Program Officer
- Answers program inquiries via phone/ e-mail re: our application process, program services and eligibility
- Conducts telephone interviews with applicants to assess English and eligibility for program
- Responsible for sending invoices and tracking payments.
- Responsible for sending invoices and tracking payments.
- Responsible for sending invoices and tracking payments
- Prioritizes tasks with attention to deadlines and customer expectations in a high-volume, time-sensitive and client-focused environment
- Assists Program Officer in participant reporting deadlines and keeps Program Officer abreast of customer feedback and trends
- Support department operations including, but not limited to updating participant records, analyzing program feedback via evaluations, sending reminders to participants
- Collaborates on miscellaneous projects as needed (For Example: composing external communication pieces, developing participant resources, hosting participant events, etc.)
- Collaborates on miscellaneous projects as part of a team (For Example: composing external communication pieces, developing participant resources, co-hosting participant events, etc.)
- - Client Relationship Management -
- Educates clients, participants on the J-1 visa regulations and purpose of Exchange Visitor Program
- Communicates program policies and expectations effectively to external stakeholders including applicants, U.S. companies, and immigration attorneys to ensure a seamless process and customer experience
- Supports participants during their programs in the U.S. by providing instructions and resources related to immigration and topics related to working in the U.S. such as obtaining a Social Security Number or health insurance
- Escalates incidents or problems reported by participants or hosts to Program Officer as needed
- - 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:
- Must possess extraordinary attention to detail for records and compliance responsibilities including internal policies and standard operating procedures
- Strong ability to communicate effectively within a multi-cultural environment and with people from diverse cultures and countries
- Ability to provide excellent customer service for both internal and external customers
- Ability to multi-task, to prioritize workload, to organize, and make decisions in a deadline sensitive environment
- Demonstrated ability to anticipate outcomes and problem solve
- Analytical skills, good judgment and critical thinking skills
- 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 Vistas in the field of international/cultural exchange
- Foreign language skills a plus
- Computer Equipment and Software Experience Required:
- Must be proficient in Microsoft Suite products. Prior CRM 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 1 -2 years of admissions, customer service, administrative, client relations management or program management experience required. Prior international and/or educational experience strongly preferred.
- Physical Demands of Position:
- Work on weekends, holidays, and evenings may be required.
- Eligible for Cultural Vistas benefits package:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- FSA (Flexible Spending Account)
- Life Insurance
- Long-term Disability Insurance
- 403(b) Retirement Savings Plan
- TransitChek Commuter Benefits
- Flexible Work Arrangement Schedules (35 Hour Work-Weeks)
- 20 PTO Days for First 1-3 Years (Increases After)
- 6 Sick Days
- Student Loan repayment program
