PAX is currently seeking a Specialist to join the Sponsored Programs office and assist in the day-to-day administration of U.S. Department of State funded grant programs YES and FLEX.

Overview

As part of the Sponsored Programs Team, the position will provide integral behind-the-scenes administrative support for the Sponsored Programs department. The position has responsibilities related to tracking and collecting data and documents, reporting, reviewing student applications and medical records, serving as the primary contact on all inbound/outbound scholarship student travel matters, administering student monthly surveys, tracking student volunteer hours, and overseeing specific Sponsored Programs activities such as Student of the Month (SOM), student participation at Better Understanding for a Better World conference (BUBW), etc. In addition, the position provides support to students, host families, and PAX local coordinators on student medical and insurance-related issues. The position offers the opportunity to work in a fast-paced yet friendly company culture, learn about international education and other cultures, and work with a wide network of diverse volunteers across the country, all while providing customer service-style support, technical assistance, and generally helping the team run smoothly.

Location

PAX has offices in downtown Seattle, WA, and in Port Chester, NY (conveniently located a short walk from the Port Chester Metro-North rail station, 50 minutes from Grand Central, or 15 minutes from Stamford, CT). Many PAX employees work remotely from home and the successful candidate may choose to work remotely or work from the Port Chester or Seattle office. Employees wishing to work remotely must be able to fulfill the following conditions:

• Ability to maintain a secure and appropriate personal work environment for day-to-day work

• Access to strong and reliable internet access

• Ability to adhere to PAX’s data security policies and protect sensitive and personally identifiable information

Key Responsibilities:

• Provide administrative and project assistance to the Director of the Sponsored Programs. Serve as back-up in absence of the Sponsored Programs Director and fulfill requests as able.

• Organize and maintain department files. Prepare spreadsheets for tracking USDOS-required community coordinator reports (quarterly, mid-year, re-entry orientation). Track and log host family changes, and prepare and update participant spreadsheets. Track submission of IEW projects and community service hours for certification for eligible students. Collect/collate/summarize related data and edit documents as requested by the Director of Sponsored Programs.

• Serve as the point person on all inbound/outbound travel matters; Be familiar with travel websites. Enter sponsored student flights into the PAX database and ensure host families and coordinators receive and confirm travel information.

• Assume full responsibility in overseeing specific projects such as Student of the Month (SOM) submission and facilitate the participation of students at the Better Understanding for a Better World (BUBW).

• Provide support to students, host families, and local coordinators on student medical and insurance-related issues. Help students and host families locate participating providers and answer questions about their insurance coverage.

• Assist the PAX Support & Supervision Team during medical crisis cases by helping to secure medical, dental, and/or mental health appointments for students.

• Assist students and host families in navigating the insurance claims process. Follow up with providers and insurance companies to ensure that claims are processed promptly.

• Review sponsored student immunization reports and compare them to state school attendance guidelines. Follow up with partner organizations on missing documentation or clarification of immunizations. Provide additional support to host families and coordinators to ensure schools have the correct immunization information.

• Assist the admissions office in reviewing scholarship student applications; Serve as the main point of contact for student documents uploaded into the AIS database. Track missing documents and obtain them. Ensure that updated information is recorded and made available in PAX’s database.

• Track submission of monthly and quarterly student surveys. Review surveys within one week of submission and follow up with Regional Directors and Supervision team on any concerning responses.

• Provide assistance with other projects and duties as assigned.

Qualifications:

• Bachelor’s degree, preferably in Education, International Studies, Communications, or a relevant field of study related to this position. Previous international/intercultural experience is strongly preferred.

• Previous experience in dealing with health insurance companies and medical providers.

• Highly organized; meticulous attention to detail; self-directed on work initiatives.

• Ability to manage a large and diverse workload with competing priorities and deadlines, set up processes, systems, and workflows, and ensure adherence to procedures and follow-up.

• Proven strong skills in office technology, ability to use Excel, PowerPoint, and database software is essential; capability in navigating collaboration tools and platforms such as SharePoint, and Microsoft Teams; experience using Zoom and other online learning tools such as Nearpod, Kahoot!, etc.

• Demonstrate consistent respect for others’ opinions, the ability to listen well, communicate clearly, and work constructively with colleagues at all levels as well as with external partners.

• Excellent written and spoken communication in English, ability to write clearly and concisely, and edit documents as required.

• Excellent interpersonal, research, analytical, organizational, and problem-solving skills is required as well as the ability to handle sensitive matters discreetly.

• Demonstrated ability to work productively under pressure while maintaining a positive attitude and providing exemplary customer service.

• Work collaboratively with other team members and departments to help resolve issues.

• Comfort collaborating cross-functionally through matrix management.

Salary Range:

$40,000 - $45,000

Benefits:

The benefits package includes health, dental, vision, and life insurance in addition to a 401k match program, PTO, parental leave, and a generous holiday schedule.

Application Instructions:

Please submit cover letter and resume at sponsored(at)pax.org with subject header that reads: Sponsored Programs Specialist Your Full Name. Cover letter and resume should be submitted as attachments in PDF or Word format. Please note that applications without a cover letter will not be considered.

Applications will be considered on rolling bases and decisions will be made as soon as an appropriate candidate is identified. Only candidates selected for interviews will be contacted. You can also apply via really.