Program Assistant, Data Hub, Secondary School Programs

FLSA Status: Non-exempt

Summary:

The Program Assistant for Data Hub in Secondary School Programs is responsible for functions related to the administration of secondary school programs such as the Future Leaders Exchange (FLEX) and the Kennedy-Lugar Youth Exchange and Study (YES) programs, and National Security Languages Initiative for Youth (NSLI-Y) programs. These programs provide high school students with the opportunity to travel to the U.S. or abroad for an academic year or summer to study and live with a host family. Students attend local schools or study in intensive language programs. More than 32,000 students have received scholarships to participate in the inbound programs, and more than 4,000 students have received NSLI-Y scholarships to study abroad.

The Data Hub Program Assistant helps Data Hub function smoothly. The team data-enters applications, prepares materials sent from overseas for screening and evaluation, communicates with overseas and US partners, and processes applications and files for those students who will be finalists for FLEX, YES, and NSLI-Y programs. The Program Assistant is expected to work a 35-hour work week M-F, 9am – 5pm, with an unpaid hour for lunch.  Hours may change to 40-hour week (December-February), depending on work flow, to guarantee department coverage and efficient processing of information. This position also requires office presence. The Program Assistant reports to the Data Hub Senior Operations Manager. 

Responsibilities:

• Review program applications for completeness and accuracy;
• Enter applicant data into an online database;
• Prepare applications for screening, evaluation, and selection;
• Process applications, which includes scanning, labeling, copying, and filing;
• Edit and update applicant and participant data;
• Assist with application movement through the evaluation and selection processes;
• Load and distribute shipments of applications and program materials (this may require light lifting of materials – up to 15lbs);
• Provide backup coverage for the Data Hub email box;
• Liaise with overseas offices;
• Meet deadlines on a regular basis;
• Assist with training temporary data entry team;
• Provide support during FLEX and YES travel at the airport (June and August) and,
• Other duties, as assigned.

Qualifications:

Required:

• Bachelor’s degree, or associate degree with at least 2 years relevant work experience;
• Experience with high volume file handling, including quality checking, scanning, uploading, copying, and filing;
• Strong attention to detail and accuracy in an open office environment;
• Excellent time management skills in a dynamic work environment;
• Ability to work independently while contributing to an overall team effort;
• Excellent verbal and written communication skills;
• Ability to prioritize multiple tasks in an organized manner; and,
• Proficiency in Microsoft Office.

Preferred:

• Demonstrated skill in high volume data entry, or comparable experience;
• Experience evaluating scholarship applications;
• Interest in study abroad or scholarship programs.

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.