Overview
Job Description:
This position provides financial, logistical and administrative support to Fulbright Events Team in adherence with all client/sponsor, local government and IIE guidelines. This person makes travel and other logistical and administrative arrangements, processes payments, reconciles budgets and communicates extensively with various internal and external stakeholders. Using sponsor databases and IIE financial systems, the Coordinator provides financial and logistical support for of projects. This position prepares monthly program deliverables, and support other administrative activities as needed.
Essential Functions:
Prepares financial and program documents using IIE and sponsor databases. Maintains participant and financial data in databases and spreadsheets. May Support other teams during peak times or as needed.
Coordinates with internal teams to arrange participants’ travel, per diem, group meals and cultural activities.
Coordinates with internal teams for hotels, restaurants, ground transportation and other vendors as necessary for rates, reservations, event management and accurate and timely invoices.
Communicates program policies and procedures via e-mail, telephone, and in person to internal and external stakeholders.
Troubleshoots participant and project issues related to logistics, prepaid cards and travel. Escalates issues as needed.
Processes monthly financial reconciliation journals in IIE’s financial system.
Prepares contact lists, conducts technical reviews for procurement.
The Institute of International Education (“IIE”) has a hybrid work environment that allows team members a combination of in-office work and telework at any of the locations listed above.
Job Requirements:
Education and Work Experience:
Requires an Associate’s degree and at least two years of related work experience; or equivalent combination of education and experience.
Knowledge, Skills and Abilities:
Good organization skills with high attention to detail.
Ability to work on and prioritize multiple tasks.
Ability to work well under pressure and meet deadlines.
Good written and verbal communication skills.
Knowledge of Microsoft Office Suite, especially Excel strongly preferred.
Comfort with using and learning new technologies strongly preferred (i.e. Event Brite, Cvent, Mailchimp, Zoom, Concur, etc.)
Basic understanding and interest in finance and accounting principles and logistical coordination.
Ability to interact with all levels of staff and external contacts; sensitive to cultural differences when working with people from other cultures.
Travel: Less than 10%
To help promote and ensure the safety of our employees and those we work with, we require all employees to be fully vaccinated against COVID-19. Employees that have a qualifying medical condition that contraindicates a COVID-19 vaccination, or who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation. State and local guidelines apply.
Work Conditions & Physical Demands:
Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
IIE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.