Special Projects Coordinator, Professional Exchanges Division

Location: Washington, D.C.
Reports To: SVP, Professional Exchanges Division

Purpose and Description

The Special Projects Coordinator (SPC) is responsible for providing assistance to the On Demand Division of the Bureau of Educational and Cultural Affairs (ECA) of the Department of State, administering the prepaid per diem card system, and handling special projects. The majority of the SPC’s time is dedicated to administering the On Demand programs arranged by ECA Program Officers. Secondary responsibilities are to process prepaid per diem cards for all international visitors, to provide administrative support for workshops arranged by the Department of State for Interpreters/IV Liaisons, to administer initiative-wide financial and administrative issues for Special Initiatives, and to oversee the monthly AMEX reconciliation. The work is overseen by the Senior Vice President for Professional Exchanges.

Essential Functions

On Demand Support

  • Work directly with the Program Officers of the On Demand Division, including staff at the New York Program Branch, on the administrative details of IVLP projects, offering guidance on policy and procedures, and helping to ensure smooth development of approximately 50 programs per year for approximately 290 On Demand visitors and 90 interpreters and IV Liaisons.
  • Research and obtain the most convenient and economical airline and rail tickets, issue per diem and accountable advances, and pay transportation, hotel and other bills for visitors, interpreters, and IV Liaisons.
  • Process interpreter and IV Liaisons reimbursement claims, verify that allocated funds cover expenditures, prepare final budget summaries, and organize and maintain an administrative file for each project.
  • Prepare and submit monthly and quarterly statistical reports internally and to the Department of State.
  • Compile quarterly workload projections for use by the Finance Department in calculating funding requests.

Prepaid Per Diem Cards

  • Review and process requests from program teams for prepaid Bank of America Visa cards.
  • Provide support and guidance to program teams in the event of prepaid card issues, questions or problems.
  • Prepare weekly financial reconciliations for Finance and act as contact with Bank of America for billing and prepaid card program related correspondence.
  • Track and document all funds; prepare bi-monthly orders to replenish prepaid card stock.

Interpreter/IV Liaison Workshops

  • Serve as logistics and financial manager for workshops.
  • Issue per diem; arrange travel to and from Washington, DC; communicate with hotel regarding rooming list, conference rooms, and lunches; pay hotel invoices; process payment of interpreters/IV Liaison reimbursements; prepare a final budget summary.

Special Initiatives

  • Administer all initiative-wide financial and administrative issues, including proposed central budget, lodging and transportation, program book language, clearance information, and final central costs.
  • Oversee contracts for initiative-wide hotels and audio/visual equipment, including interpretation equipment.
  • Serve as liaison between the Department of State and the Meridian teams on all initiative-wide administrative and financial issues.
  • Act as main point of contact for day-of-event needs, including catering, audio/visual, and general administration.

AMEX Reconciliation

  • Oversee the monthly reconciliation of PED’s credit card, including weekly communication with staff to determine ownership of charges, collection of receipts, and compilation of reconciliation to be submitted to SVP.

Other duties and special projects as assigned

Minimum Qualifications

Experience/Education

  • Undergraduate degree in International Relations, Global Studies, or related fields; or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position

Knowledge, Skills, and Abilities

  • Experience as a Program Associate preferred; thorough knowledge of PA duties and responsibilities preferred
  • Thorough understanding of the International Visitor Leadership Program
  • Effective oral and written communication skills
  • Good interpersonal skills
  • Tact and sensitivity in representing Meridian
  • Ability to work effectively, independently and accurately under pressure
  • Mature judgment, ability to set priorities and organize work
  • Superior attention to detail
  • Good knowledge of Excel, Office 365, SharePoint and Salesforce

Physical Effort and Dexterity

  • Not applicable

Visual Acuity, Hearing, and Speaking

  • Excellent verbal and written command of the English language

Environment and Scheduling

  • Interest in working with an international not-for-profit professional exchange organization
  • Interest in working within a diverse work environment

This position is classified FLSA non-exempt

Employer’s Statement and Rights

This position posting does not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience. The employer has the right to revise this posting at any time. Neither this posting nor the job description is a contract for employment. Meridian is an Equal Opportunity Employer.

Qualified candidates should apply by e-mail to HRPROGRAMMING@meridian.org. Subject line should read "PED Special Projects Coordinator" and a cover letter and resume should be attached. Submissions which do not follow the above instructions will not be considered as applicants. Only candidates being considered for this position will be contacted. NO PHONE CALLS in reference to this position will be accepted.