Program Coordinator, Office of International Programs

Job description


Job Description Summary:

The Office of International Programs (OIP) plays a pivotal role in the university's efforts to engage the world from the nation's capital by providing guidance and resources that help identify GW's international priorities and expand educational opportunities abroad in all disciplines. We help bridge cultures, deepen understanding, and connect the university community to the world beyond our campus.

Reporting to the Associate Provost, International Programs (AP), the Program Coordinator is responsible for greeting visitors to the office, special programs administration, supporting international visitors and partnerships, reviewing routine contracts, and providing office support for data and registration. In addition to supporting the AP, this position supports the overall mission by contributing to the work of the International Operations Manager, responsible for international travel tracking.

Global Scholars are sponsored international students, graduate and undergraduate, for whom the OIP provides general guidance on university and related matters, financial support, and programmatic, co-curricular enrichment. In connection with Global Scholars, the Program Coordinator is responsible for the following recruitment, admission, and administrative support duties:

  • Liaising with key admissions officers and academic departments. Providing relevant academic information, application materials, timelines, and acceptance letters. Establishing and communicating funding and billing arrangements. Supplementing student orientation and being available as new students settle into campus life and the city of Washington, DC.
  • Assisting with developing itineraries and organizing meetings. Building itineraries and arranging academic enrichment programming.
  • Providing regular communication, social media, web site content, and promotional materials to build awareness and community among the Global Scholars group and promoting the visibility of the program. Providing data and content for reports, creating and supplying video, photo, and print materials and preparing them for posting to web sites or for use by External Relations.
  • Collecting student feedback and synthesizing information to develop reports and enhance programmatic quality.
  • Developing regular communication with scholars to provide a "home base," being aware of their welfare, and escalating problems quickly for resolution.
  • Liaising with student accounts, financial aid, campus housing staff, and others on campus to ensure the success of students and their adaptation to Washington and GW.
  • Establishing regular payments and maintaining accurate records for stipends, insurance, housing, taxes, and program expenditures.

The OIP consults with campus units on international activity and contracts. Contracts and agreements with international entities go through review that requires a sequence of approvals. Agreements are signed by the designated authorities of the university in compliance with the university's policies, guidance from the deans and provosts, and the advice of the Office of the Vice President and General Counsel. In connection with agreements and contracts, the Program Coordinator is responsible for:

  • Supporting the international relations of the university by drafting and revising agreements (memoranda of understanding and letters of intent) under the supervision of the AP and International Operations Manager.
  • Communicating with various parties to resolve questions and usher drafts through several stages of review to final product, through electronic task flow systems and through paper.
  • Maintaining files and databases pertaining to legal agreements (electronic and/or paper versions).
  • Presenting basic information on how to initiate agreements, conveying university policies and procedures, referring inquiries to helpful web information and answering basic questions. Escalating complex questions to the appropriate supervisor. Keeping the IOM and AVP apprised of questions that need resolution.
  • Planning meetings and agendas to maintain campus-wide awareness of protocols and solving issues surrounding specific and complex agreements.

The OIP maintains a database of travelers with key information such as emergency contacts and itineraries. In connection with travel and risk management, the Program Coordinator is responsible for:

  • Being prepared to answer basic policy-related risk and travel questions through office email and escalating complex questions to the appropriate supervisor.
  • Contributing to data entry tasks for groups and individuals registering their international travel in compliance with university policies. Assisting the International Operations Manager by registering students, faculty and staff for international travel insurance for university-related business.

In connection to general office assistance, the Program Coordinator is responsible for the following duties:

  • Answering the phone and routing calls and inquiries.
  • Greeting office visitors, ensuring their comfort, arranging hospitality and communicating key meeting information.
  • Reserving spaces on campus for OIP meetings and events.
  • Securing supplies and monitoring maintenance of office machinery.
  • Providing basic information for inquiries to the office. Reviewing office e-mail and forwarding or responding as needed.
  • Entering office and AP expenditures into the financial enterprise systems weekly.

The position is based at GW's Foggy Bottom Campus in Washington, DC. The incumbent may perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

Five years of relevant experience is preferred.


Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: Academic Affairs Family Academic Affairs Sub-Family Program Administration Stream Service and Support Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m., occasional extended and overnight hours. Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants:

Employer will not sponsor for employment Visa status.

In order to gain a better understating of your experience, the professional experience section of your resume must include months in addition to years. For example, instead of “2014 – 2015,” it should include “April 2014 – January 2015” or similar information.

Internal Applicants Only? No Posting Number: S007240 Job Open Date: 05/17/2018 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).
  1. * Does the professional experience section of your resume include months?
    • Yes
    • No
  2. * Do you meet the minimum qualifications as outlined?
    • Yes
    • No
  3. * Please describe how your skills and experience meets the preferred qualifications for this position.
    (Open Ended Question)
  4. * What is your expected salary range?
    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

    Documents needed to Apply
    Required Documents
    1. Resume
    2. Cover Letter
    Optional Documents





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      Job No:
      Posted: 5/18/2018
      Application Due: 5/25/2018
      Work Type: