Yes Abroad And Flex Abroad Alumni Coordinator 2023

Job Details
Job Location
Washington DC - Washington, DC
Position Type
Full-Time/Part-Time
Description
STATUS: Full time through August 2023 / Part Time after August 2023
POSITION SUMMARY
The goals of the FLEX and YES Abroad alumni programs are to maintain long-term communication with program alumni and to encourage alumni to engage in activities that promote the goals of the YES and FLEX program such as community engagement, building long-lasting ties, breaking down stereotypes, and intercultural education. The programs aim to assist with the continued development of personal and professional skills, networking, and other areas that address the needs of alumni and their local communities.
The Alumni Coordinator supports these goals as the primary connection between American Councils and the alumni community. The position is highly administrative and includes maintaining up-to-date records of alumni data; regularly sharing opportunities with and creating opportunities for alumni; creating and posting content for the FLEX and YES Abroad alumni components of digital platforms; supporting alumni in organizing activities that address the goals of the alumni program; managing an alumni activities budget; and gathering and reporting information on alumni activities and successes. This position also includes programming to support the 20th Anniversary of the YES program. The Alumni Coordinator is supervised by the FLEX and YES Abroad Program Manager Skye Wallace Henry.
POSITION RESPONSIBILITIES
Full time position:

• Assist in the design and development of the YES Alumni 20th Anniversary Workshop in the DC-metro area.
• Coordinate travel for up to 120 YES and YES Abroad alumni participating in the event and workshop trainers and speakers in cooperation with Travel House. Create tracking mechanisms.
• Create resource guides and correspond with alumni to support business visa processing to participate in the workshop.
• Coordinate with speakers and trainers to develop the workshop schedule and assist speakers and trainers as needed with logistics.
• Assist with the financial procedures and research of required vendors for the event. This would include research of and ultimate payment of venues for housing participants and conference space and service providers including airport transfers and local ground transportation; distribution of per-diems and reimbursements; and creation of required forms including procurement, advance reconciliation, and other needed financial forms.
• Other tasks as assigned.

Part time position:

• Providing coordination, support, and encouragement to alumni as they plan and execute alumni activities, including assistance to alumni working on U.S. State Department or program grants or other funding proposals. This includes holding a virtual training with other teams at American Councils to share U.S. Government alumni opportunities with FLEX and YES Abroad alumni and others.
• Coordinate with YAAA on developing, overseeing, and supporting a network of volunteer Area Captains including at least one in-person conference with Area Captains. This includes acting as the DC-area Captain for the YES Abroad Alumni Association (YAAA) and leading at least one activity with alumni per month.
• Developing annual and monthly plans and budgets for FLEX and YES Abroad alumni activities.
• Liaising with the established YAAA including assisting YAAA in development, documentation, and communication with the alumni communities. Including attendance at monthly YAAA Board Meetings.
• Attending and leading outreach to alumni to assist with pre-departure orientations for outgoing students and re-entry seminars for newly returned alumni.
• Managing, tracking, and reporting on alumni activities budgets and spending, and handling alumni funds in compliance with American Councils finance and U.S. Department of State reporting procedures.
• Actively gathering information about and promoting awareness of alumni activities and accomplishments, including submitting timely reports to American Councils, submitting posts for relevant websites and social media, and representing the alumni community at relevant meetings and events.
• Maintaining up-to-date alumni contact information in the official American Councils database.
• Facilitating and promoting employment and career development opportunities for alumni
• Sharing communications from American Councils with FLEX and YES Abroad alumni and disseminating information about FLEX and YES alumni activities to American Councils colleagues.
• Facilitating alumni engagement with other American Councils programs, including when applicable, with NSLI-Y and CLS programs.
• Liaising with local and potential partners.
• Other duties as assigned.

Qualifications
The successful candidate must fit the following description:

• Successfully participated in the FLEX Abroad or YES Abroad program;
• Alumnus/a in good standing;
• Able to manage time and tasks effectively and meet deadlines consistently;
• Demonstrates professional oral and written communication skills in English;
• Demonstrates leadership ability and experience;
• Willing to learn and able to comply with guidelines and procedures, such as for reporting on activities and managing funds;
• Comfortable using social media; and
• Proficient in basic computer skills, including familiarity with Microsoft Office, and comfortable learning new programs.

CONDITIONS AND BENEFITS

• Flexible part-time position; Some hours per week at the American Councils office in Washington, DC with the option to work remotely.
• Participation in a mandatory training program July 31-August 5, 2023. Location TBD, outside of the U.S.
• Initial appointment of one year, with the possibility of extension for up to one additional year (two years maximum).

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.