Program Coordinator, Fellow Implementation for the English Language Programs

Washington D.C.
Jul 17, 2019
Position Type
Institution Type
Four-Year Institution

Program Coordinator, Fellow Implementation for the English Language Programs

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


Program Coordinator, Fellow Implementation for the English Language Programs

The Coordinator is a key member of the Fellow team for the U.S. Department of State funded English Language Programs (ELP). The primary objective of the position is to provide support for ELP participants on their overseas assignments, from the time they are selected to the program, through their graduation to the alumni community.

The English Language Programs sends experienced U.S. TESOL professionals to educational institutions on short- and long-term assignments in all regions of the world. Short-term participants, Specialists, and long-term participants, Fellows, are cultural ambassadors who promote English language learning and mutual understanding through cultural exchange. The Center for Intercultural Education and Development (CIED) at Georgetown University is the current administrator of English Language Programs.

This position handles all administrative responsibilities for program participants to one or more geographic region(s) of the world. Specific duties include maintaining regular communication with participants, Department of State counterparts and US Embassies abroad on program participant logistics; creating and utilizing multiple datasheets and trackers; maintaining information in program databases; monitoring finance department processes; preparing participant agreements and other program documents; coordinating domestic and international travel for program participants; and coordinating with internal and external stakeholders to ensure successful execution of the participant assignments overseas. Other duties include, as needed, coordinating and participating in training and orientation events, sourcing vendors for events, and preparing and delivering presentations in person and online.

This position reports to the Manager for Fellow Vetting and Implementation and does not supervise any staff. S/he works closely with internal CIED staff (other ELP team members, Finance Office, Grants and
Contracts Administrator); Georgetown University partners; U.S. Department of State staff; and personnel at U.S. Embassies world-wide. His/her duties include but are not limited to:

Participant Administration
  • Acts as participants' primary point of contact for all administrative matters in one or more geographic region(s) of the world
  • Produces, updates, and maintains program materials, handbooks, correspondence templates and forms (both print and electronic)
  • Prepares participants' contractual documents including agreements, amendments and agreement terminations
  • Processes participant health forms for clearance, enrolls participants in the health benefit plan, and maintains communication with Department of State health plan representatives, as issues arise
  • Manages domestic and international travel for participants assuring compliance with federal travel regulations; prepares visa letters as needed
  • Manages aspects of the pre-departure orientation in Washington, D.C.
  • Participates in mid-year professional development workshops for program participants, as needed
  • Prepares and makes policy presentations at the pre-departure orientation and mid-year professional development workshops
  • Coordinates virtual pre-departure orientations for participants, as needed; creates and moderates orientation webinars and calls
  • Liaises with Department of State staff regarding participant issues before, during, and after assignment, following program policies
  • Receives and monitors participant progress via email, scheduled reports, and surveys; reviews them for issues and passes information along to Department of State, as necessary
  • Collects participants' financial documents, processes them with the finance department, monitors the payment schedule for timely and accurate disbursement, and works with the finance department to resolve any issues
  • Processes participant expense reports and reimbursements
  • Monitors participant spending for federal compliance
  • Closes out participant assignments in adherence to program regulations
  • Participates in program evaluation and follow-on after participants complete their assignments

Program Administration
  • Manages multiple program information databases; creates and maintains program datasheets and trackers, including all updates and close-out
  • Creates, maintains, and reviews participant information trackers for external, Department of State use, requiring real-time and accurate data entry
  • Manages participant filing systems both in hard copy and electronically
  • Administers periodic online surveys and generates survey reports
  • Drafts scheduled quarterly and final reports for the Department of State and U.S. Embassies
  • Communicates regularly with Department of State in DC and internationally
  • Manages data and archiving projects done by the program support staff and student interns

Program outreach and other duties
  • Backstops other team members while they are out of the office
  • Takes on temporary duties when other team members leave their position
  • Participates in the onboarding and training process of new team members
  • Participates in program outreach and recruitment activities, as needed
  • Travels to the annual International TESOL Convention, as needed
  • Prepares and makes presentations at program events, as needed
  • Performs other duties, as assigned

  • Bachelor's degree
  • Ability to independently establish objectives, plan, direct, and evaluate all aspects of work projects
  • Outstanding interpersonal oral and written communication skills with ability to interact and communicate in a positive manner with a diverse clientele, including university administrators, membership organizations, program participants, and government employees
  • Strong organizational and time management skills
  • Familiarity with accounting procedures and policies
  • High level of attention to detail and ability to multi-task based on evolving needs of multiple stakeholders
  • Demonstrated effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
  • Excellent writing and editing skills
  • Proficiency in Microsoft Office Suite software applications and social media platforms, with an emphasis on Google docs and previous experience in database and excel spreadsheet management

Preferred Qualifications
  • Alumni of the US Department of State English Language Fellow or Specialist Programs
  • Experience working in the non-profit sector or with federally funded educational exchange programs
  • Knowledge of the TESOL field Experience presenting to large and diverse audiences

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Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at or view the online interactive benefits guide for more information.

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