The Institute of International Education (IIE) is hiring an Operations Coordinator for our Fulbright Program. We invite you to join a team united by a single goal: to transform our interconnected world into a network of more peaceful and equitable societies. IIE’s team members share a belief that when education transcends borders, it opens minds, enabling people to go beyond building connections to solving problems together.

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Job Summary:

The Fulbright Operations team is responsible for several centralized functions that support the administration of the Fulbright programs. The Tax Services team supports non-U.S. citizens in requesting Individual Taxpayer Identification Numbers and meeting their U.S. tax commitments. The payments team manages and issues the disbursement of participant grants and pays host institutions on their behalf. The Data, Documents and Reporting team manages the flow of data between systems, reviews incoming documents for visa and onboarding processes, and supports internal and external reporting deliverables.

The Operations Coordinator provides support to the Fulbright Programs managers to complete day-to-day tasks on all or a combination of the following operations processes: developing grantee budgets and processing payments to grantees and third parties; arranging travel, accommodations and other logistical needs for various stakeholder; grantee application review and management of application data and uploading into relevant IIE systems; collection and tracking of grant documents from grantees and processing medical review clearance and insurance enrollment; provide support for reporting team as needed including data quality assurance reviews, scheduled deliverables and ad hoc requests.

Essential Functions:

• Collects, reviews and tracks PDF grant documents and other supporting documentation; processes PDF medical forms and facilitates medical clearance process by reviewing for medical conditions and escalating to a physical when necessary.
• Creates grantee budgets, schedules payments, reconciles individual budgets and initiates payments to vendors and grantees relevant to grantee logistical needs and program activities. This includes managing payments for grantees, non-grantees, and third-party organizations, managing the Electronic Funds Transfer and the prepaid cards processes.
• Prepares grantee data to be uploaded into IIE systems, reviewing large datasets according to quality control procedures and correcting data errors to meet system requirements.
• Coordinates travel arrangements on behalf of other program representatives.
• Provides technical review of incoming applications for completeness and eligibility and prepares applications for selection committee review.
• Corresponds with vendors including university bursars on university billing issues including clarifying errors, double billing, cost share application and refunds. Follows up with vendors for reimbursements when necessary and ensures that reimbursements are properly credited to the correct IIE projects.
• Provides support for reporting team through data entry, quality control review, and manipulation of datasets to provide low-level statistical analysis with guidance of reporting team.

Qualifications and Experience:

Education and Work Experience:

• Requires an Associate's degree and at least two years of related work experience; or equivalent combination of education and experience.

Required Knowledge, Skills and Abilities:

• Strong organization skills with high attention to detail.
• Ability to work on and prioritize multiple tasks.
• Ability to work well under pressure and meet deadlines.
• Strong written and verbal communication skills.
• Experience using Microsoft Office Suites, including but not limited to Word, Excel and Outlook.

Preferred Knowledge, Skills and Abilities:

• Experience processing payments and/or making international travel arrangements, preferred.
• Demonstrated knowledge working with Microsoft Dynamics 365 CRM and Power BI, a plus.