Program Assistant, Critical Language Scholarship Program

FLSA STATUS: NON-EXEMPT

POSITION SUMMARY

The Critical Language Scholarship (CLS) Program, sponsored by the U.S. Department of State, is an intensive overseas language and cultural immersion program for American students enrolled at U.S. colleges and universities. Students spend eight weeks abroad studying one of twelve critical languages. The program includes intensive language instruction and structured cultural enrichment experiences designed to promote rapid language gains. The CLS Program, through its CLS Spark initiative, also provides beginner-level virtual instruction for Arabic, Chinese, Japanese, Korean, and Russian for competitively selected U.S. undergraduate students whose home campuses do not offer these languages. CLS scholars are expected to continue their language study beyond the scholarship and apply their critical language skills in their future careers. By prioritizing inclusion and access, the CLS Program ensures that the next generation of America’s global leaders reflects its diversity.  

The CLS Program generates approximately 5,500 applications each year for approximately 550 opportunities to participate in intensive language institutes. 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 diverse groups of people. 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.

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.

• 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 diverse audiences;
• Strong attention to details 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;
• 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;
• Experience using tools such as SurveyMonkey and Airtable.

ADDITIONAL INFORMATION ABOUT THE POSITION 

Employment is contingent on successful background screening. 

EQUAL EMPLOYMENT OPPORTUNITY 

American Councils is committed to taking affirmative steps to enhance employment opportunities for minorities, women, veterans, and people with disabilities, and strives to ensure that meaningful employment and promotional opportunities are maintained for everyone. American Councils’ commitment to equal employment opportunity is based not only on federal requirements, but also on a longstanding commitment to maintaining a diverse workforce reflective of the communities in which we operate. 

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.