FLSA STATUS: FULL-TIME APPLICATION DEADLINE: MAY 26, 2024 A complete application must include all required fields plus uploaded resume and cover letter. POSITION SUMMARY The Future Leaders Exchange Program (FLEX) and the Youth Exchange and Study Program (YES) are cultural exchange programs sponsored by the United States Department of State. Through these programs, high school students spend one academic year in the U.S. living with host families and attending high schools. When FLEX/YES students return to their home countries as alumni, they are provided with many opportunities to support their personal, professional, and community development. American Councils for International Education implements these programs in 26 countries, primarily in Europe and Eurasia. The Administrative Officer supports these and other programs administered by American Councils for International Education by ensuring that up-to-date alumni contact information is collected and entered into a custom database; managing the FLEX Alumni Program\xe2\x80\x99s digital file storage and email account; and processing and preparing reports on alumni activities and successes. The Administrative Officer oversees a team of part-time Database Assistants. This position is supervised by the Program Manager for Secondary School Alumni Programs and may be based in any one of the FLEX or YES program countries listed in the \xe2\x80\x9cQualifications\xe2\x80\x9d section below. POSITION RESPONSIBILITIES Database
Creating, and tracking the progress of, an annual plan for updating the official American Councils alumni database (AIS) according to priorities and requests communicated by the supervisor
Maintaining up-to-date data on alumni and alumni activities in the AIS database with support from Database Assistants
Supervising a team of Database Assistants who administer projects to support database update program activities, including holding weekly one-on-one check-ins, leading monthly all-team meetings, assigning tasks according to the AIS annual plan, and ensuring tasks are completed accurately and in accordance with designated timeframes
Overseeing the process through which Alumni Coordinators set goals for updating the AIS database and tracking progress
Organizing and leading bi-weekly meetings with the global AIS team at American Councils to review database progress, discuss challenges, and plan future activities
Coordinating the removal of individuals who invoke the right to be forgotten from the database and marking those who unsubscribe from communications as \xe2\x80\x9cdo not contact"
Reporting
Compiling monthly alumni activity and success story report submissions using approvals (Microsoft Teams) and mail merge (Word) and sharing these reports with FLEX and YES alumni program colleagues in strict accordance with a recurring monthly timeline
Compiling selected stories into monthly alumni activities highlight reports
Supporting the processing and preparation of alumni activity report statistics for monthly and bi-annual reports to funders, as required
Other Administrative Tasks
Managing the FLEX alumni mailbox in Outlook, responding to inquiries and directing communications to other members of the Secondary School Alumni Programs Team, as appropriate
Managing and maintaining the Secondary School Alumni Programs file management on SharePoint
Monitoring and processing alumni requests for updates to their communication preferences
Maintaining an up-to-date record of alumni living temporarily abroad
Supporting hiring, onboarding, and offboarding of FLEX and YES Alumni Coordinators
Checking for and approving data processing documents for Kazakhstan, ensuring compliance with data integrity and security standards, on a weekly basis
The Administrative Officer is also responsible for completing any additional tasks assigned by the supervisor
Qualifications
The successful candidate must fit the following description:
holds a Bachelor\xe2\x80\x99s degree or higher
strong professional communication skills in English
impeccable attention to detail
professional, responsible, and organized
willing to learn and able to comply with guidelines and procedures
willing and able to take ownership of assigned tasks and work independently as well as in a team
comfortable working with people and able to communicate in a clear, professional, and positive manner, particularly over email
able to manage time efficiently and meet deadlines consistently
skilled in working on a computer, and specifically working with Word and other Microsoft Office programs
experienced in working with databases and processing data (strongly preferred)
experienced in digital file organization and management (preferred)
experienced in using Microsoft Outlook, SharePoint, Teams and related tools (preferred)
experience working with SurveyMonkey (preferred)
experienced in supervising others and/or managing a team (preferred)
citizen of and/or has the legal right to work in any of the following FLEX or YES countries without requiring visa support from an employer:
Albania (remote work only)
Armenia
Azerbaijan
Bosnia and Herzegovina
Bulgaria
Czech Republic
Estonia
Georgia
Greece
Hungary
Kazakhstan
Kosovo (remote work only)
Kyrgyzstan
Latvia
Lithuania
Moldova
Montenegro
North Macedonia
Poland
Romania
Senegal
Serbia (remote work only)
Slovakia
Tajikistan
Ukraine
Uzbekistan
CONDITIONS AND BENEFITS
Engagement of 40 hours per week in the local American Councils office in the country of employment, with the option to work remotely, except in the cases of Albania, Kosovo, and Serbia, where only candidates willing and able to work remotely will be considered
Candidates must be legally able to work in the country of employment; visa support will not be provided)
Some international travel required (as conditions allow)
Eligible for paid vacation and medical leave
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\xe2\x80\x99 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\xe2\x80\x99s legal duty to furnish information.
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