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The Coordinator for Applications and Vetting is a key member of the English Language Programs (ELP) staff. S/he works in the Applications and Vetting (A&V) unit and follows guidelines established by the ELP Associate Director. S/he participates in the development and implementation of processes for ELP applicant vetting and matching; communication with candidates and U.S. Embassies; maintenance and annual review of the online application and proposal systems; reporting and analytics to guarantee program compliance and success; and outreach activities, especially for applicant recruitment and alumni engagement.
The English Language Programs, funded by the U.S. Department of State, sends experienced U.S. TESOL professionals to educational institutions on short- and long-term assignments in all regions of the world. Short-term participants, Specialists, and long-term participants, Fellows, are cultural ambassadors who promote English language learning and mutual understanding through cultural exchange.
The duties of the Coordinator for Applications and Vetting include but are not limited to:
Participant Application Review and Matching
Reviews submitted applications to determine eligibility and assess overall suitability and, if applicable, conducts applicant interviews and assigns grades.
Manages the contract process for outside application reviewers and the payment of submitted invoices.
Monitors the work of the contract reviewers to guarantee consistency and quality of reviews, based on current TESOL (Teaching English as a Second Language) principles and practices.
Reviews project proposals and provides feedback to U.S. Department of State program officers regarding project duties, participant requirements, and program objectives, especially regarding TESOL professional standards.
Designs and maintains data tools with summaries of applicant profiles and project needs to expedite the matching process with speed, efficiency and accuracy.
Downloads, saves, and edits approved project proposals, creating descriptions that are shared with matched applicants and posted on the ELP website.
Manages multiple and extensive applicant and project spreadsheets and databases.
Identifies suitable candidates for projects, focusing on the projects' pedagogical and professional requirements.
Participates with U.S. Department of State program officers in an annual review of all A&V procedures.
Recommends revisions in project design and candidate vetting that are aligned to TESOL professional standards.
Maintains email activity related to the application process.
Responds to prospective and current applicant questions.
Confirms matched candidate interest in and availability for projects.
Works closely with U.S. Department of State program officers to facilitate the timely processing of applicant rosters sent to U.S. Embassies.
Technology (Online Application and Proposal Systems)
Participates in the ongoing maintenance and annual review of the ELP online application and proposal systems, including working with the IT design company to develop revisions, test changes, and guarantee that all users have a successful experience.
Manages the ELP Help Desk email account to assist applicants and U.S. Department of State system users with problems.
Reviews all sections of the ELP website and writes texts as needed related to the application process.
Reports and Analytics
Prepares statistics and summaries for ELP quarterly reports.
Designs templates and assessment tools to track data for annual review, with topics including, but not limited to, selected participant profiles, efficiency of team processes, and trends in applicant credentials and work experience.
Program Outreach and Other Duties
Attends regional TESOL association conferences, as needed, engaging with prospects and applicants as TESOL professionals.
Attends Fellow or Specialist events overseas, as needed, collaborating with other ELP teams and U.S. Department of State program officers to design presentations, social media campaigns, and materials.
Attends the annual International TESOL Convention, as needed, participating in sessions focusing on the professional development of program participants and alumni.
Collaborates with the Outreach team's recruitment and alumni engagement projects, including but not limited to contributing to social media campaigns, Community of Practice and website content development, alumni events, and prospect recruitment via online presentations.
Prepares and participates in the pre-departure orientations for program participants and collaborates with U.S. Department of State program officers in the design of these orientations.
Prepares program summaries, analytics and data visualization, including but not limited to semi-annual reports.
Follows GU, CIED, and federal rules and regulations regarding use of grant funds, building and following ECA approved budgets for every project.
Backstops team members while they are out of the office and takes on temporary duties when team members leave their positions.
Participates in the onboarding and training process of new members.
Performs other duties as assigned.
Requirements and Qualifications
Master's Degree in TESOL or related field
Professional TESOL experience
Exemplary collaborative capacity
Ability to work in a fast-paced and changing environment
Ability to understand, synthesize and conceptualize input and requests from multiple stakeholders
Outstanding interpersonal verbal and written communications skills with ability to interact and communicate in a positive manner with a diverse clientele, including universities, membership organizations, ELP candidates and government employees
Demonstrated effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
Proficiency in Microsoft Office Suite software applications
Preference for alumnus or alumna of the U.S. Department of State English Language Fellow or Specialist Programs, experience working with federally funded exchange programs and/or educational programs, and experience living and working overseas
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About Georgetown University
Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world.