FLSA STATUS: FULL-TIME
APPLICATION DEADLINE: MAY 26, 2024

POSITION SUMMARY

The Future Leaders Exchange Program (FLEX) and the Youth Exchange and Study Program (YES) are cultural exchange programs sponsored by the United States Department of State. Through these programs, high school students spend one academic year in the U.S. living with host families and attending high schools. When FLEX/YES students return to their home countries as alumni, they are provided with many opportunities to support their personal, professional, and community development. American Councils for International Education implements these programs in 26 countries, primarily in Europe and Eurasia.

The Administrative Officer supports these and other programs administered by American Councils for International Education by ensuring that up-to-date alumni contact information is collected and entered into a custom database; managing the FLEX Alumni Program’s digital file storage and email account; and processing and preparing reports on alumni activities and successes. The Administrative Officer oversees a team of part-time Database Assistants. This position is supervised by the Program Manager for Secondary School Alumni Programs and may be based in any one of the FLEX or YES program countries listed in the “Qualifications” section below.

POSITION RESPONSIBILITIES

Database

• Creating, and tracking the progress of, an annual plan for updating the official American Councils alumni database (AIS) according to priorities and requests communicated by the supervisor
• Maintaining up-to-date data on alumni and alumni activities in the AIS database with support from Database Assistants
• Supervising a team of Database Assistants who administer projects to support database update program activities, including holding weekly one-on-one check-ins, leading monthly all-team meetings, assigning tasks according to the AIS annual plan, and ensuring tasks are completed accurately and in accordance with designated timeframes
• Overseeing the process through which Alumni Coordinators set goals for updating the AIS database and tracking progress
• Organizing and leading bi-weekly meetings with the global AIS team at American Councils to review database progress, discuss challenges, and plan future activities
• Coordinating the removal of individuals who invoke the right to be forgotten from the database and marking those who unsubscribe from communications as “do not contact"

Reporting

• Compiling monthly alumni activity and success story report submissions using approvals (Microsoft Teams) and mail merge (Word) and sharing these reports with FLEX and YES alumni program colleagues in strict accordance with a recurring monthly timeline
• Compiling selected stories into monthly alumni activities highlight reports
• Supporting the processing and preparation of alumni activity report statistics for monthly and bi-annual reports to funders, as required

Other Administrative Tasks

• Managing the FLEX alumni mailbox in Outlook, responding to inquiries and directing communications to other members of the Secondary School Alumni Programs Team, as appropriate
• Managing and maintaining the Secondary School Alumni Programs file management on SharePoint
• Monitoring and processing alumni requests for updates to their communication preferences
• Maintaining an up-to-date record of alumni living temporarily abroad
• Supporting hiring, onboarding, and offboarding of FLEX and YES Alumni Coordinators
• Checking for and approving data processing documents for Kazakhstan, ensuring compliance with data integrity and security standards, on a weekly basis

The Administrative Officer is also responsible for completing any additional tasks assigned by the supervisor

The successful candidate must fit the following description:

• holds a Bachelor’s degree or higher
• strong professional communication skills in English
• impeccable attention to detail
• professional, responsible, and organized
• willing to learn and able to comply with guidelines and procedures
• willing and able to take ownership of assigned tasks and work independently as well as in a team
• comfortable working with people and able to communicate in a clear, professional, and positive manner, particularly over email
• able to manage time efficiently and meet deadlines consistently
• skilled in working on a computer, and specifically working with Word and other Microsoft Office programs
• experienced in working with databases and processing data (strongly preferred)
• experienced in digital file organization and management (preferred)
• experienced in using Microsoft Outlook, SharePoint, Teams and related tools (preferred)
• experience working with SurveyMonkey (preferred)
• experienced in supervising others and/or managing a team (preferred)
• citizen of and/or has the legal right to work in any of the following FLEX or YES countries without requiring visa support from an employer:
  • Albania (remote work only)
  • Armenia
  • Azerbaijan
  • Bosnia and Herzegovina
  • Bulgaria
  • Czech Republic
  • Estonia
  • Georgia
  • Greece
  • Hungary
  • Kazakhstan
  • Kosovo (remote work only)
  • Kyrgyzstan
  • Latvia
  • Lithuania
  • Moldova
  • Montenegro
  • North Macedonia
  • Poland
  • Romania
  • Senegal
  • Serbia (remote work only)
  • Slovakia
  • Tajikistan
  • Ukraine
  • Uzbekistan

CONDITIONS AND BENEFITS

• Engagement of 40 hours per week in the local American Councils office in the country of employment, with the option to work remotely, except in the cases of Albania, Kosovo, and Serbia, where only candidates willing and able to work remotely will be considered
• Candidates must be legally able to work in the country of employment; visa support will not be provided)
• Some international travel required (as conditions allow)
• Eligible for paid vacation and medical leave

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.