Program Associate Operations and Administration, International Student Support
Washington - Washington, DC
Full Time
4 Year Degree


Pay Band: 2 Assistant/Associate


About American Councils for International Education Mission

A leader in international education, academic exchange, and overseas language immersion, American Councils creates opportunities that prepare individuals and institutions to succeed in an increasingly interconnected world.

ACIE in the workplace

American Councils is an international nonprofit with a global workforce of over 450 professionals, with 37 offices and locations. In 2012 and 2013, American Councils was ranked one of the top 50 U.S. nonprofits to work for by the Nonprofit Times. Headquartered in downtown Washington, D.C., American Councils is at the epicenter of culture, politics, and knowledge.


Summary of Position:

The Program Associate (PA) is part of a small, Washington, D.C.-based team that places US State Department-funded high school exchange students with host families across the US and ensures their safety and soundness while on program.  This position directly contributes to the department’s compliance with federal regulations, and provides administrative support for all students, host families, and local coordinators. 


As an hourly position (with benefits), 35 hours per week is the expected norm.  Some weekend and evening work will be required at certain points in the program cycle. Travel within the US will be required at times. This person will work with the entire International Student Support team, under the supervision of the Program Manager.



The Program Associate plays a crucial role on the team in the following areas and is expected to fulfill duties and responsibilities with a high degree of accuracy, efficiency, and timeliness, while maintaining open communication with the team and its constituents. 


  • Financial Administration:
    • Oversee and track the processing of student, local coordinator, and host family financial requests.
    • Interpret department policy with respect to finances so as to explain and administer these policies to constituents in an easy-to-understand manner;
    • Distinguish and explain accurately to host families the basics of allowable vs. unallowable costs on grants relative to student funds;
    • Ensure that insurance claims are processed in a timely manner -- often by working directly with insurance companies, host families, and medical providers;
    • Track donations to the program in the form of reported cost share, and thank donors.
    • Monitor subgrantee organizations’ spending and invoices, and  assist with grant applications and student finances.
  • Monitoring and Reporting: Provide independent check of exchange students placed by American Councils to ensure concerns are addressed with participants, families, and local coordinators.
    • Draft student, local coordinator, host family and school surveys;
    • Monitor survey responses;
    • Assist with quarterly reports to sponsors and assist with grant proposals and audits as needed;
  • Coordinate Consultants: Recruit new applicants and maintain our corps of field consultants;  process and onboard consultants for student and host family wellness checks and student profile writers.
  • Website and Database Management: Manage website access and document maintenance; assist with new initiatives for the department website; and assist with the administration of department CRM database (Salesforce).
  • Special Projects: Organize and assist in various initiatives throughout the year, including event management and logistics.
  • Other duties and job responsibilities, as assigned


  • BS/BA in a related field;
  • Prior work experience in any or all of the following is required:
    1. A clerical and deadline-oriented work environment
    2. Marketing or sales including basic graphic design to create marketing materials
    3. Customer service support via phone & email


  • Proficiency in advanced functions of Microsoft Word, Excel, Adobe, and web browsers;
  • Effective interpersonal and customer service skills;
  • Demonstrated organizational ability and attention to detail;
  • Demonstrated ability to manage multiple priorities;
  • A keen eye for  streamlining processes or improving efficiency of a basic process is strongly preferred;
  • Experience with Salesforce, Drupal, and/or Mail Chimp is highly preferred;
  • Experience living or working abroad is preferred, especially experience living with a host family.

* Employment is contingent on a successful background screening.

Applications received by 10/29 will be prioritized.