Program Manager, Operations and Administration, International Student Support
Job Details
Washington - Washington, DC
Full Time


PAY BAND: Manager

Position Description

About American Councils for International Education Mission

A leader in international education, academic exchange, and overseas language immersion, American Councils creates opportunities that empower individuals and institutions to address challenges in a diverse and interconnected world.


Summary of Position:

The Program Manager is part of a team that supports U.S. State Department-funded high school exchange students across the U.S.  This position is responsible for guiding administration, monitoring, and compliance for these programs, and reports to the Director of Secondary Schools and Professional Programs.  The Program Manager supervises the Program Assistant and Program Officer for Administration and Compliance, the short-term staff, and consultants.  The Program Manager will assist the Director with her/his responsibilities for secondary school programs as needed.


This position is salaried.  Some weekend and evening work will be required during the program cycle. Travel within the US will also be required at times.



The Program Manager performs the following duties with a high degree of accuracy and timeliness, while maintaining open communication with the team:


  • Financial and Grants Management:
    • Create and track program budgets, including reconciliation; ensure compliance with federal regulations
    • Prepare regular reports for program funders, as well as monitoring reports as needed
    • Development and editing of grant proposals
  • Partner Relationship Management:
    • Manage subgrantee relationships with multiple organizations across different grants by ensuring: oversight of student support issues, completion of site visits, budget tracking, and reporting to sponsors
    • Assist Director with capacity initiatives to enhance placement capacity and identify efficiencies
  • Placement and compliance:
    • Develop strategy and track progress for placing at least 100 students annually in host families and schools across the country.  Ensure that staff understand their roles within team to reach capacity goals
    • Oversee and develop new initiatives for improved departmental performance
    • Maintain and update system for tracking compliance and monitoring of programmatic requirements
    • Coordinate with staff to ensure J1 and grant program compliance, fiscal oversight
    • Ensure that all organizational registrations are updated with states, school districts, etc.
    • Manage CRM (Salesforce) as system administrator
  • On-Program Support:
    • Provide support to staff, students, local coordinators, and host families in resolving support issues that arise
    • Foster an open atmosphere with students, local coordinators, and host families to invite feedback
  • Supervision of Staff:
    • Manage staff and temporary staffing
  • Conference Planning:
    • Organization and implementation of several yearly conferences for coordinators and participants
  • Other duties as assigned




  • Master’s degree strongly preferred in a related field (e.g. Education, International Studies, area studies)
  • Experience working with grant management and large, complex budgets
  • Demonstrated administrative, organizational and written and verbal communication skills
  • Experience working with and communicating with partner organizations and funders
  • Experience supervising and counseling teenagers
  • Experience in American education (teaching, coaching, etc.) and/or in foreign student placement desired



  • Proficiency with advanced functions in Microsoft Word, Excel, Adobe, and web browsers is required Experience with MS Office 365, Drupal, Salesforce, Form Assembly, or Mail Chimp is strongly preferred
  • Effective interpersonal and customer service skills
  • Flexibility and ability to “go with the flow” during times of pressure
  • Demonstrated organizational ability and attention to detail
  • Demonstrated ability to manage multiple priorities
  • Ability to streamline processes or improve efficiency of a basic process is strongly preferred
  • Experience living or working abroad is preferred, especially experience living with a host family
  • Knowledge of a second language preferred but not required


* Employment is contingent on a successful background screening.


Applications received by 9/9 will be prioritized.


EQUAL EMPLOYMENT OPPORTUNITY – American Councils is committed to taking affirmative steps to enhance employment opportunities for minorities, women, veterans, and people with disabilities, and strives to ensure that meaningful employment and promotional opportunities are maintained for everyone. American Councils’ commitment to equal employment opportunity is based not only on federal requirements, but also on a longstanding commitment to maintaining a diverse workforce reflective of the communities in which we operate.



The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information