Under the supervision of the Program Director or Assistant Director, the Program Manager supports professional exchanges between U.S. host companies and international students and young professionals for Train USA’s 4300 Intern and Trainee programs annually. The Program Manager educates external stakeholders regarding Cultural Vistas’ programs and services and the mission of the J-1 Exchange Visitor Program; evaluates exchange visitor applications for admission to Train USA; manages client relationships; and provides hosts and participants support throughout their programs. The Program Specialist serves as an Alternate Responsible Officer (ARO) for DHS’s SEVIS database. This role oversees a program management project, and supervises the Program Specialist and Participant Advisor.
Essential Duties and Responsibilities:
- Program Management -
Oversee compliance and quality of application process and continuous program support for up to 350-400 programs, as part of the departments 4300 annual participants.
Evaluates visa sponsorship applications to determine compliance with J-1 visa regulations, as well as internal Cultural Vistas policies
Ensures that the proposed programs provide robust and meaningful training opportunities in line with the participant’s educational and professional experience
Assists host companies in the development of training programs by synthesizing information and succinctly expressing the goals and objectives of the program in a training plan
Serves as an Alternate Responsible Officer (ARO) for U.S. government database (SEVIS) to issue visa sponsorship documents and update and maintain participant records
Monitors SEVIS deadlines and reports, as well as participant arrival information
Prioritizes tasks with attention to deadlines and customer expectations in a high-volume, time-sensitive and client-focused environment
In consultation with supervisor, arbitrates issues between participants and host companies
Stays abreast of expected departmental growth/decline in program numbers, as well as budget projections
Works collaboratively with an assigned Assistant Program Officer who assists with application processing
Supervises and works collaboratively with the Program Specialist providing training, guidance and support in managing client relationships and problem solving
Provides leadership and project management on miscellaneous projects, key to program impact and departmental success (For Example: composing external communication pieces, developing participant resources, hosting participant events, assessing internal efficiencies, etc.)
- Client Relationship Management -
Responsible for managing a client portfolio of host companies from across the U.S., ranging in size, industry and sensitivity with a focus on critical large clients; clients with high sensitivity or tailored processes; partners and attorneys;
Educates companies, participants, partners and attorneys on the J-1 visa regulations, purpose of Exchange Visitor Program, and CV application process and sponsorship services;
Maintains regular communication with host companies, participants, immigration attorneys and Cultural Vistas partners including regular check-ins via phone, email, and in-person to ensure high quality and consistent customer service
Utilizes knowledge of client portfolio to develop and implement plan to proactively cultivate new opportunities with clients; expand participation across Cultural Vistas programs; and creatively promote additional services or offerings; advises and supports Program Specialist in the same;
Articulates our organizational programs and promotes the benefits of the J-1 intern/ trainee program as well as other Cultural Vistas programs to diverse audiences through professional presentations;
Supports departmental efforts to recruit new opportunities/programs through lead cultivation and tracking, proactive outreach, phone consultations and meetings, research, data collection and reporting;
Conduct client site visits to ensure companies meet program requirements, participants are having a positive experience and to explore new opportunities and promote Cultural Vistas services
- Professional Development -
Develops and maintains an advanced knowledge of J-1 visa regulations application requirements and CULTURAL VISTAS policies in order to properly represent Cultural Vistas throughout the process and at events
Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications
Supports ongoing communication to all appropriate staff as it pertains to initiatives and new and existing business
Provides up-to-date training, guidance and supervision to direct report(s).
Takes a proactive approach to improve business functions and workflow within department
Works in accordance with and in support of the mission, goals, values and strategic direction of Cultural Vistas
Ability to comfortably and confidently represent organization in a professional manner in meetings, events, presentations and calls with various stakeholders;
Effectively communicates, both verbally and in writing, with supervisors, colleagues, external stakeholders and people of diverse backgrounds
High level of concern for providing exceptional customer service
Must possess extraordinary attention to detail for records and compliance responsibilities including internal policies and standard operating procedures
Ability to multi-task, to prioritize workload, to organize, and to make decisions in a deadline sensitive environment
Strong understanding of program management, project implementation and working within the constraints of a budget
Strong leadership qualities with the ability to serve as an effective role-model providing guidance and support to others while working efficiently with minimal oversight
Ability to effectively handle ambiguity by creating focus and direction for oneself and seek input from colleagues/supervisor when necessary
Strong personal commitment to continual professional development
Honest, direct and transparent communication regardless of the message
Interest in and commitment to cultural exchange and the mission of Cultural Vistas
Foreign language skills a plus
Computer Equipment and Software Experience Required:
Must be proficient in Microsoft Suite products. Prior CRM and SEVIS experience a plus
Education and Experience Required:
Education: Bachelor’s degree required, Master’s degree a plus.
Years of Experience: Minimum 4-5 years of previous customer service, client relations management, account management/program management and 1-2 years of supervisory experience required. Prior international and/or educational experience strongly preferred.
Physical Demands of Position:
Domestic travel required. Work on weekends, holidays, and evenings may be required.
About Cultural Vistas
Cultural Vistas is a nonprofit 501(c)(3) organization that annually serves more than 5,000 students, professionals, and emerging leaders through career-focused international internships, educational study tours, language immersion, and cultural exchange programs in the United States and around the world. We are always looking for talented individuals with fresh ideas, new perspectives, and the capacity to advance our programs and services. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application!Cultural Vistas is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.