Program Coordinator - Arlington, VAPosition Description:
Program Coordinators handle a variety of administrative and substantive duties to include office management, course support, program coordination, research, and content and materials creation for the Political Training division of the Diplomatic Tradecraft and Regional Area Studies Training directorate (DTET). Each individual works as a member of a team in accomplishing program specific and office-wide priorities. Program Coordinators are expected to demonstrate excellent judgement and initiative while independently managing routine business and determining the best solutions to non-routine issues.
Starting Salary: $95,680 / annually
Requirements:
- Education Requirement: At least one (1) year of graduate level education in Foreign Affairs; International Relations; Sociology; and/or related social science disciplines.
- Experience Requirement: At least three (3) years of educational technology experience.
- Strong knowledge in use of virtual course delivery platforms such as Zoom, WebEx, Teams, Slido, etc.
- Virtual producer skills to include troubleshooting, ability to give guidance to course participants on resolving issues and questions, high level knowledge of platform capabilities.
- Knowledge Management proficiency
Working Duties (including but not limited to):
- Research potential course topics to include microlearning's, articles, and videos;
- Identify and help develop useful case studies relating to the course themes for in-class projects and discussion;
- Prepare professional materials to include slides and presentations, literature reviews, briefing papers, analysis, and spark pages;
- Provide classroom set-up/break-down;
- Attend local events to increase program-related knowledge to support chair and program development.
- Collaborate with course teams, comprised of the course chair, co-chair, facilitators, and mentors to support, update, and maintain FSiLearn Program templates, and to create course cohorts. Provide scheduling and administrative support to ensure proper FSiLearn functionality, grant necessary access to course teams, and verify course participant enrollment.
- Provide FSiLearn support via email, phone, Teams, or in-person. Identify, diagnose, and resolve FSiLearn technical problems, including error messages, login difficulties, integration problems, and other system issues affecting participants and course teams. Escalate complex technical issues to technical support points of contact (POCs) and follow up on forwarded cases to full resolution.
Administrative Support:
- Office management duties include scheduling appointments, facilitating meetings with appropriate FSI offices, drafting correspondence such as letters, cables, memoranda, monitoring and requesting supplies as needed;
- Preparing invitation letters for paid and non-paid guest speakers, including ensuring NFATC rules and timelines are followed for obligating funds and securing signatures, and ensuring that proper payment information is provided in a timely manner;
- Schedule speakers and reconfirm routine speakers as needed; notify course chair of any changes in speakers' schedules and propose schedule modifications as necessary;
- Maintain a system for tracking speakers, invites, and honoraria flow in coordination with regional chair to ensure all steps in the honoraria processes are followed;
- Arranges meetings including selecting mutually satisfactory time, reserving meeting space, notifying participants, attending meetings as required to prepare reports of the proceedings;
- Identify cumbersome processes and propose improvements.
- Working in the centralized evaluation system (CES) to distribute, track, and develop reports for 360 surveys.
- Maintain the Excel database of courses, course chair, PA facilitators, mentor assignments, and cohort preparation status. Provide on-demand operational status of directorate courses on FSiLearn to the Division Director, Directorate and Center leadership.
- Track and assign Zoom for Government accounts and support virtual classes as required.
Course Delivery:
- Course support duties include preparing course materials administratively (i.e. photocopying, posting article links to FSiLearn, etc.), preparing name tents, door signs, classroom preparation and cleanup, audio-visual requests, GSO requests, coordination with program assistant/training technician on logistical arrangements (bus, field trips);
- Reserve rooms for all courses; take initiative to change room reservations to fit the needs of the course/students; negotiate room needs with other program offices, update course chair on any changes;
- Track registration/enrollment data daily as courses draw near; prepare enrollment reports and send them course coordinators and program chair; reach out to students, as needed, to verify correct enrollment;
- Prepare drafts of scenarios and briefing documents for speakers;
- Ensure all guests and speakers are on the visitor's list and are escorted to the appropriate classroom if necessary;
- Liaise with students, instructors, and speakers, before and during class to obtain clearances of documents, provide guidance and support to the chairs and coordinators, to include in-class support; advise students on proper course enrollment, NFATC policies, required course materials, or supplemental learning materials needed.
Program Support:
- Prepare, disseminate, and collect surveys, evaluations, and needs assessment questionnaires; Collect data related to evaluations, needs assessments, or other similar activities,
- Set up and maintain various NFATC systems and programs including FSiLearn, SharePoint, the Student Information System (SIS);
Application Notes:
- Please provide a resume to include the duties and responsibilities performed for each previously held position.
- Please provide three (3) professional references on your resume.
- Candidates must possess U.S. Citizenship.
