Program Officer, CBYX

This is a fully remote position, open to applicants in Washington.

📋 Description

• Execute and manage the daily operations of the CBYX program for both American and German participants.

• Act as the primary point of contact for participants, applicants, and college coordinators.

• Assist German participants during their arrival, academic term, internship phase, and re-entry process.

• Aid American participants throughout the application, selection, pre-departure, and program-year stages.

• Coordinate housing placement logistics in collaboration with the Housing Family Management Partner.

• Monitor housing placements, modifications, records, and any placement gaps within the CBYX database.

• Supervise the college placement for German participants, which includes translating and submitting admissions materials and tracking decisions.

• Address and escalate any health, safety, and welfare concerns of participants, including drafting incident reports.

• Organize and deliver assigned seminar presentations for both inbound and outbound participants.

• Assist with the administration of the Congressional Internship Program, including applicant processing, host family placement, and orientation facilitation.

• Maintain databases and records related to participants and alumni, including applications and confidential documents.

• Prepare and manage DS-2019 forms and participant records in SEVIS while serving as an Alternate Responsible Officer.

• Process and monitor tuition, travel reimbursements, seminar payments, vendor invoices, and housing payments.

• Oversee participant insurance enrollment through ASPE.

• Track participant travel and prepare requests for international travel approval.

• Prepare participant documentation, information packets, mailings, and correspondence.

• Manage the CBYX application platform, including its configuration, testing, technical support, and processing.

• Administer participant surveys, monitor response rates, and compile results for the Performance Monitoring Plan.

• Support marketing, recruitment, social media, outreach materials, alumni engagement, and program highlights.

• Maintain clear and repeatable documentation of program processes.

• Organize venues, transportation, lodging, food, travel arrangements, Congressional visits, panelists, and interview logistics.

• Represent Cultural Vistas and the CBYX program at conferences, fairs, and meetings.

• Engage with vendors, stakeholders, participants, host families, colleges, and partner companies.

• Facilitate collaboration with Cultural Vistas gGmbH and the German partner organization.

• Provide excellent customer service to both internal and external stakeholders.

• Supervise interns and temporary staff as required, including recruitment, training, task assignments, reviews, and feedback.

• Stay informed about J-1 visa regulations, Cultural Vistas policies, and issues in international education.

• Enhance departmental business functions and workflows in alignment with Cultural Vistas' mission and strategic goals.

⛳️ Requirements

• U.S. citizenship or lawful permanent residency is required for the role of Alternate Responsible Officer under 22 CFR Part 62.

• Advanced intermediate proficiency in German, with the ability to translate academic transcripts and certificates.

• Capability to manage multiple assignments and projects simultaneously in a fast-paced, deadline-driven environment.

• Exceptional attention to detail, especially concerning records, documents, and payments.

• Proven problem-solving, analytical, judgment, and critical-thinking abilities.

• Excellent verbal and written communication skills in a multicultural setting.

• Experience in event and travel logistics, handling multiple vendors and deadlines.

• Ability to manage confidential and sensitive information with care.

• Strong internal and external customer service skills.

• Proficient in Microsoft Office applications: Word, PowerPoint, Outlook, SharePoint, and Excel.

• Genuine interest in and commitment to the mission of Cultural Vistas.

• Preferred: background in cultural exchange, education, or international relations.

• Preferred: familiarity with SEVIS and the issuance of DS-2019 forms.

• Preferred: experience in event planning, group travel, and logistics management.

• Preferred: knowledge of Salesforce or similar CRM platforms.

• Preferred: familiarity with one or more Learning Management System (LMS) platforms.

• Preferred: proficiency in Zoom or other virtual meeting tools.

• Candidates from the Washington, D.C. area are preferred; remote applicants must be located within the U.S. and be able to work with significant overlap with East Coast hours.

🏝️ Benefits

• Eligibility for benefits.

• Full-time exempt position.

• Opportunities for professional development through workshops, conferences, professional organizations, classes, and related publications.