Program Manager

Program Associate – Fulbright Specialist Program Reports to : Program Officer, Fulbright Specialist Program Term of Employment: Full-time, non-exempt Apply by: Applications will be reviewed on a rolling basis. Base of Designation: Washington, DC – hybrid (at least two days in office per week) World Learning administers the Fulbright Specialist Program (FSP) on behalf of the U.S. Department of State, Bureau of Educational and Cultural Affairs. Each year, approximately 425 U.S. academics and professionals engage in short‑term collaborative projects of two to six weeks at foreign institutions, building capacity and mutual linkages. The Program Associate supports the full project cycle for an assigned portfolio of countries, managing application processes, matching specialists to projects, and providing logistical support to ensure project success.

RESPONSIBILITIES

Track specialist applications and answer phone and email inquiries from prospective specialists and stakeholders in a timely, professional manner. Enter and maintain accurate project records in the FSP project management system (Salesforce), ensuring data integrity across the project lifecycle. Support specialists’ caseload in assigned regions, including generating welcome packets, coordinating departure preparation, arranging travel logistics and international flights, assisting with visa processes, enrolling participants in limited‑health benefits, facilitating closeout of completed grants, and troubleshooting logistical issues. Request disbursement of payments to specialists and track all associated costs in the system. Support expense reconciliation and maintain accurate financial records, including timely submission of receipts and expense documentation. Collect and compile program highlights, participant quotes, and supporting materials for regular and ad hoc reporting to funders. Coordinate internally to ensure smooth program delivery and, when appropriate, escalate issues to the supervising Program Officer. Assume additional program implementation and administrative responsibilities as needed across portfolios and technical areas, contributing to the continuous improvement of program processes and workflows.

REQUIREMENTS

Required Experience/Education Minimum of a Bachelor’s Degree and one year of related work experience. Authorisation to work in the location where the position is offered. Required Skills Excellent attention to detail and commitment to accuracy across all tasks, including data entry, correspondence, and financial record‑keeping. Strong organization and prioritisation skills with experience managing multiple competing deliverables under established deadlines. Excellent written and oral communication skills, able to communicate clearly and professionally with a broad range of stakeholders. Strong time‑management skills with the ability to anticipate workload demands and plan accordingly. Adaptability and composure under shifting priorities, maintaining high‑quality work in a dynamic environment. Experience arranging complex logistics such as international travel, visas, and accommodations. Preferred Skills and Experience International experience. Experience working directly with the U.S. higher education community. Experience with Salesforce or another CRM/project‑management system. Experience implementing U.S. Department of State‑funded exchange programs. Genuine enthusiasm for the operational and administrative core of this role, with a collaborative, team‑first approach. Proactive communication, transparency, and willingness to ask clarifying questions and keep supervisors informed. Resourceful, energetic, and proactive problem‑solving, with ownership of tasks. Commitment to continuous learning through rigorous program monitoring, data tracking, reporting, research, and reflection. Curiosity about World Learning and the ability to represent the organization to external audiences. Required Behaviors/Competencies Comfort with and enthusiasm for operational and administrative work, with a collaborative, supportive mindset. Proactive, transparent communication and timely updates to supervisors and colleagues. Energetic, resourceful problem‑solving and task ownership. Support for a culture of continuous learning through monitoring, data tracking, funder reporting, and reflective practice. Curiosity about World Learning and the capacity to represent it effectively.

BENEFITS

World Learning provides a comprehensive benefits package that includes medical, dental, vision, FSA/HRA, Life/AD&D, short‑term and long‑term disability, Employee Assistance Program, parking and transit, and a 403(b) retirement plan for eligible employees. #J-18808-Ljbffr ICI Services