Specialist Implementation Coordinator for English Language Programs, Center for Intercultural Education and Development - Georgetown University

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Specialist Implementation Coordinator for English Language Programs, Center for Intercultural Education and Development - Georgetown University

Job Overview

The Specialist Implementation Coordinator is a key member of the Specialist Program team for the U.S. Department of State (DOS) funded English Language Programs (ELP). The primary objective of the position is to provide support for ELP participants, from the time they are selected to the program, through their graduation to the alumni community.

This Coordinator position handles all administrative responsibilities for program participants, English Language Specialists, to one or more geographic region(s). Specific duties include maintaining regular communication with participants, U.S. Department of State counterparts and U.S. Embassies abroad on participant logistics; creating and utilizing multiple datasheets and trackers; maintaining information in program databases; monitoring finance department processes; preparing participants for their assignments, including their agreements and other program documents; and coordinating with internal and external stakeholders to ensure successful execution of the participant assignments overseas. Other duties include, as needed, coordinating and participating in training and orientation events, sourcing vendors for events and services, and preparing and delivering presentations in person and online.

The English Language Programs sends experienced U.S. TESOL professionals to educational institutions on short- and long-term assignments in all regions of the world, both in-person and virtually, through three programs: the Fellow Program, the Specialist Program, and the Virtual Educator Program. Program participants are cultural ambassadors who promote English language learning and mutual understanding through cultural exchange. The Center for Intercultural Education and Development (CIED) at Georgetown University (GU) is the current administrator of English Language Programs.

The duties of the Specialist Implementation Coordinator include but are not limited to:

Participant Administration

• Acts as participants' primary point of contact for all administrative matters in one or more geographic regions.
• Produces, updates, and maintains program materials, handbooks, correspondence templates and forms (both print and electronic).
• Prepares participants' contractual documents including agreements, amendments and agreement terminations.
• Processes participant health forms for clearance, enrolls participants in the health benefit plan, and maintains communication with DOS health plan representatives, as issues arise.
• Manages domestic and international travel for participants assuring compliance with federal travel regulations; prepares visa letters as needed.
• Coordinates pre-project orientations for participants, as needed; creates and moderates orientation webinars and calls.
• Liaises with DOS staff regarding participant issues before, during, and after assignment, following program policies.
• Receives and monitors participant progress via email, scheduled reports, and surveys; reviews them for issues and passes information along to DOS, as necessary.
• Collects participants' financial documents, processes them with the GU finance department, monitors the payment schedule for timely and accurate disbursement, and works with the finance department to resolve any issues.
• Processes participant expense reports and reimbursements.
• Monitors participant spending for federal compliance.
• Closes out participant assignments in adherence with program regulations.
• Participates in program evaluation and follow-on after participants complete their assignments.

Program Administration

• Manages multiple program information databases; creates and maintains program datasheets and trackers, including all updates and close-out.
• Creates, maintains, and reviews participant information trackers for external, DOS use, requiring real-time and accurate data entry.
• Manages participant electronic filing systems.
• Administers periodic online surveys and generates survey reports.
• Drafts scheduled and ad hoc reports for DOS and U.S. Embassies.
• Communicates regularly with DOS in Washington, D.C., and internationally.
• Manages data and archiving projects done by the program support staff and student interns.

Program outreach and other duties

• Backstops other team members while they are out of the office.
• Takes on temporary duties when other team members leave their position.
• Participates in the onboarding and training process of new team members.
• Participates in program outreach and recruitment activities, as needed.
• Travels to the annual International TESOL Convention, as needed.
• Prepares and makes presentations at program events, as needed.
• Performs other duties, as assigned.

Work Interactions

The Specialist Implementation Coordinator is a key member of the 23-person ELP team at CIED. The team consists of five units, each unit with its own manager and a cadre of coordinators supporting the work of the respective manager. The Specialist Program is one of the five units within ELP and its four Coordinators are instrumental in directly supporting the Specialist Vetting and Implementation Manager in the program's development and implementation.

They also closely collaborate with the members of the other ELP units and Finance Office staff at CIED and, externally, they interface with staff at DOS in Washington, D.C., and at the U.S. Embassies overseas. The position directly supports DOS goals of building friendly, peaceful relations between the people of the United States and the people of other countries through academic, cultural, and professional exchanges, which aligns with the GU principle that serious and sustained discourse among people of different faiths, cultures, and beliefs promotes intellectual, ethical and spiritual understanding.

Qualifications

• Bachelor's degree
• Ability to independently establish objectives, plan, direct, and evaluate all aspects of work projects
• Outstanding interpersonal oral and written communication skills with ability to interact and communicate in a positive manner with a diverse clientele, including university administrators, membership organizations, program participants, and government employees
• Strong organizational and time management skills
• Familiarity with accounting procedures and policies
• High level of attention to detail and ability to multi-task based on evolving needs of multiple stakeholders
• Demonstrated effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
• Excellent writing and editing skills
• Proficiency in Microsoft Office Suite/Google software applications and social media platforms, with an emphasis on Google apps and experience in database and spreadsheet management

Preferred qualifications

• Experience working in the non-profit sector or with federally funded educational exchange programs
• Knowledge of the TESOL field
• Customer service experience
• Experience presenting to large and diverse audiences

Work Mode: Telework. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position's mode of work designation. Complete details about Georgetown University's mode of work designations for staff and AAP positions can be found on the Department of Human Resources Mode of Work Designation.

Current Georgetown Employees:

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website.

COVID-19 Vaccination Requirements:

The Georgetown University community is committed to our public health approach and the important role that vaccines play in contributing to the safety of our University and our broader communities. Georgetown University requires students, faculty, staff and visitors to be fully vaccinated against COVID-19 and to have received a COVID-19 vaccine booster shot when eligible, or to have an approved medical or religious exemption. This requirement applies to all faculty and staff, including teleworking employees. Complete details and updates can be found in the Coronavirus (COVID-19) Resource Center.


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