Operations Coordinator, EdUSA (Hybrid)

IIE • Washington DC, WA

1d • Hybrid

About The Position

The Institute of International Education (IIE) is hiring an Operations Coordinator for our EducationUSA Global Program. We invite you to join a team united by our mission to help people and organizations forge brighter futures through educational exchange and lifelong learning. Working at IIE is more than just a job; it’s a chance to make an impact. To collaborate with a passionate team, grow your skills, and contribute to programs that change lives around the world. Learn more about IIE and our culture here . If you are a job seeker in need of an accommodation to navigate our careers site or apply for one of our jobs, please click here to learn more. Job Summary This position will work with the team at IIE that administers the EducationUSA Global Advising Services through a cooperative agreement with the U.S. Department of State Bureau of Educational and Cultural Affairs (ECA). The Operations Coordinator supports EducationUSA Global Advising Services by performing high level administrative, coordinative, and operational work tasks. The Operations Coordinator provides program-wide financial, logistical, technical, and administrative support, including day-to-day interactions with global employers of record, day-to-day responsibility for the program’s data reporting system, and maintenance of a number of internal websites. The position performs work that requires the application of a variety of procedures, policies and procedures.

Requirements

• Requires a Associate's degree and at least two (2) years of related work experience, or an equivalent combination of education and experience.
• Excellent organization skills with high attention to detail.
• Ability to work on and prioritize multiple tasks is essential for success.
• Ability to work well under pressure and meet deadlines.
• Excellent written and verbal communication skills are imperative to engage with various internal and external, governmental and non-governmental audiences.
• Intermediate knowledge of Microsoft Office Suite.
• Basic understanding and interest in finance and accounting principles and logistical coordination.
• Ability to interact with all levels of staff and external contacts; sensitive to cultural differences when working with people from other cultures.
• Ability to think critically and be a self-starter.
• Flexibility and positive attitude towards learning new things.

Nice To Haves

• Knowledge of Google Sites, Google Forms and Qualtrics (or similar platforms) preferred, but not required.

Responsibilities

• Responsible for notetaking and record keeping for high level meetings with clients and program leadership.
• Administers payment requests and invoices. Duties may include processing expense reports, scheduling payments, assisting with the creation of participant budgets, initiating payments to vendors and processing payments made to the office/department.
• Monitors budgets for REACs (Regional Managers) employed with GERs (Global Employers of Record)/PEOs (Professional Employer Organization). Manages expense reports and travel budgets for REACs.
• Monitors all internal HR tracking for REACs on GERs/PEOs, including PTO, retirement benefits, tuition reimbursement and others.
• Initiates and monitors POs and payments for GERs/PEOs, and other expenses as needed.
• Assists in managing and executing operational policies and procedures for the program.
• Manages the collection and record-keeping of all REAC deliverables including site visit reports, semi-annual reports, materials from training workshops, and other deliverables throughout the year.
• In consultation with ECA (the Bureau of Education& Cultural Affairs), maintains SOPs (Standard Operating Procedures) for shared projects. Develops and maintains SOPs for internal processes and procedures, network-wide.
• Serves as a key member of the podcast team, including hosting, editing, and producing episodes, as well as working with the team to develop content strategy each season.
• Responsible for logistic and strategic support for the Annual Planning Meeting, including development of agendas, the internal website, and presentation materials.
• Responsible for maintaining internal websites, including the REAC Resource Center site, the REAC Assistant Resource Center site, the Operations site, and the Annual Planning Meeting site.
• Manages day-to-day responsibilities for the Data Repository System (DRS) and Opportunity Fund (OF) systems on behalf of the entire network. Oversees quarterly Center Reporting global auditing process. Interfaces with business systems team and external third-party vendor for troubleshooting or system updates.
• Works closely with other portfolios to support and manage various processes as needed.
• Other duties as assigned.

Benefits

• IIE offers a robust suite of benefits to team members including medical, dental, and vision plans, paid time off and holidays, student loan and tuition reimbursement programs, retirement plans and a family medical leave benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree