Job description

Global Educational Concepts (GEC) helps international students and professionals travel to the U.S. each year to participate in a variety of cultural exchange programs. Our short-term exchange programs encourage and support public diplomacy through people to people relationships that promote peace and mutual understanding. GEC participants work and train across the U.S., gaining new skills and experiencing American culture while also sharing their culture with us. Our programs are governed by the U.S. Department of State, supporting and building upon their mission of public diplomacy and mutual understanding between nations, one exchange student at a time. Through these life changing experiences, we build the bridge between different countries, cultures, and people, striving every day to make a difference in the world.

JOB SUMMARY:

The Exchange Visitor Program and Participant Support Coordinator is responsible for the application process of the Exchange Visitor program, customer service support to the participants, and coordinates administrative tasks for the department. This position interacts professionally with the Exchange Visitors, foreign partner agents, vendors and Host Organizations. The Exchange Visitor Program and Participant Support Coordinator provides excellent customer service to team members and customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES:

• Communicate with Foreign Partner Agents and applicants on necessary paperwork and deadlines of submission

• Communicate and monitor the application process to ensure compliance with the Code of Federal Regulations and US Department of State (DOS) issued guidance

• Review participant applications to determine eligibility of applicants based on the Code of Federal Regulations set by the US Department of State

• Process completed applications within 48 to 72 hours

• Update and process applications in the Company database and in the Student and Exchange Visitor Program System (SEVIS)

• Conduct in-person recruiting fairs or video-conferences

• Conduct Sponsor interviews with applicants and conduct follow-up interviews to determine English language skills and program suitability

• Monitor and maintain contact with participants during their program in the US and follow up on their questions and concerns

• Monitor the status and replies of automated monthly participant questionnaires or evaluations. Contact participants based on replies as needed.

• Vet housing according to Company policy and federal regulations. Ensure all parties sign agreements and update required information in applicable systems.

• Vet GEC partner agents according to Company policy and federal regulations. Complete necessary reporting for agency.

• Draft incident and complaint forms according to DOS reporting rubric

• Answer and document Exchange Visitor inquiries. Identify problems and initiate the appropriate response according to policy.

• Advise participants how to solve problems or concerns related to their program and assist their understanding of cultural differences of living, working, and training in the US

• Provide on-going support and assistance to Exchange Visitors

• Complete tasks in the Company database such as validations, address updates, follow-up screenings, and monitoring evaluations according to policy

• Ensure 100% compliance with Exchange Visitor orientation

• Manage and maintain participant files, records, databases, and SEVIS

• Collaborate with team members to solve a variety of Participant questions and concerns

• Conduct host and agency education and onboarding presentations

• Be familiar with the responsibilities of the Exchange Visitor program per the Code of Federal regulations and serve as a US Department of State Assistant Responsible Officer (ARO)

• Utilize and coordinate task training with temporary staff hired to assist with program support

• Assist with Program Information Guides for participants

• Assist with creating exchange visitor documents

• Serve on the on-call rotation schedule during peak arrival seasons

• Perform other duties as assigned

REQUIRED QUALIFICATIONS:

• Bachelor’s degree

• 3 years of experience in customer service, office management, or experience working with a Designated Exchange Visitor Sponsor

• Proficient in Microsoft Office Suite

• Attend Department of State meetings (typically 1-2 days per year) and become familiar with Code of Federal Regulations

• Must be eligible to serve in the role of the U.S. Department of State Alternate Responsible Officer

• Ability to handle high stress situations within set deadlines

• Ability to comprehend the program regulations as it relates to the J-1 visa program and communicate program regulations to exchange visitors, vendors, and others

• Ability to project a professional image to exchange visitors, housing vendors, foreign partner agents, host organizations, local coordinators, government officials, and concerned citizens

• Must demonstrate sound judgment and effectively prioritize housing related issues

• Ability to work on multiple projects simultaneously while accomplishing daily tasks

• Effective oral and written communication skills and excellent interpersonal skills

• Attention to detail, critical thinker and problem-solving skills

• High standards for integrity, honesty, professionalism, and work ethic

• Commitment to service excellence

• Demonstrate flexible and efficient time management and ability to prioritize workload

• Ability and willingness to move with purpose and a strong sense of urgency

• Self-motivated, positive, and enthusiastic

• Self-starter with a strong desire to exceed expectations and capable of supporting a team

• Maintain confidentiality discretion

• Ability to effectively work in collaboration with others to achieve business objectives

• Willing to grow and be challenged

• Attend training as requested

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Experience level:

• 3 years

Shift:

• Day shift
• Morning shift

Weekly day range:

• Monday to Friday

Work setting:

• In-person
• Office

Ability to commute/relocate:

• Nashville, TN 37214: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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