14 days old

Program Coordinator, Fulbright Student and Scholar Programs

Institute of International Education
New York, NY 10007
  • Job Code

Institute of International Education

IIE is an Equal Opportunity and Affirmative Action Employer of Females/Minorities/Veterans/ Individuals with Disabilities.

Organizational Department:

Schedule: Full Time

Education: Associate Degree

Career Level:

Location: New York NY - New York, NY 10007 US (Primary)

Job Description:

The Program Coordinator will support the administration of the four core Fulbright Student and Scholar Programs sponsored by the Bureau of Educational and Cultural Affairs (ECA) at the U.S. Department of State, including the Fulbright Foreign Student Program, the U.S. Student Program, the U.S. Scholar Program and the Visiting Scholar Program. The Program Coordinator will support all aspects of the programs' lifecycle, including recruitment of qualified applicants, application and selection, pre-grantee administration and grantee management across the six world regions and multi-regional programs.


Essential Functions:

  • Supports Fulbright Program staff with all aspects of grant and program administration. Assists teams with high-level administrative tasks and implements multiple processes.
  • Responsible for complying with applicable contract and ECA requirements and following all IIE policies and procedures. Participates in training to keep abreast of regulations, policies, technologies, and procedures. Implements IIE's contractual obligations to the sponsor in keeping with ECA's program goals through interpretation and implementation of policies and objectives.
  • Supports the outreach efforts of the Fulbright team by monitoring shared inboxes and corresponding with potential applicants.
  • Facilitates the Application and Selection of grantees by:
    • Reviewing applications for completeness and eligibility; following up with applicants as needed to collect missing materials.
    • Preparing applications for review committees.
    • Tracking selection of applicants by program stakeholders and submission of applications for Board approval.
    • Supporting regional review selection meetings.
  • Assists with grantee onboarding and monitoring by:
    • Creating and entering data for grantee budgets.
    • Monitoring the submission of all required documents from grantees and following up with various stakeholders to collect missing documents.
    • Preparing reports on missing documents for regional teams.
    • Reviewing and tracking grant documents and other supporting documentation; facilitating medical clearance.
    • Enrolling scholars and students in ECA health benefits program and sends scholars ID cards.
    • Assisting in grantee payment processes and dependent tuition reimbursements.
    • Sharing grantee reports with Fulbright commissions, U.S. Embassy Posts and ECA.
  • Uses technology to promote program policies and procedures and to monitor grantees across programs.
  • Monitors shared advising and outreach email inboxes in coordination with Program Officers.
  • Enters and maintains accurate data for applicants, candidates, and grantees and their dependents across multiple databases. In addition, may prepare grantee data to be uploaded into IIE systems which requires the review of large datasets according to quality control procedures and correcting data errors to meet system requirements.
  • Assists with the coordination of printing and shipping essential documents for J-1 Visa Sponsorship.
  • Reviews supplemental funding and work authorization documents; provide summaries of requests
  • Performs other duties as assigned.

Job Requirements:

Education and Work Experience:

  • Requires an Associate's degree and at least two years of related work experience or an equivalent combination of education and experience.

Knowledge, Skills and Abilities:
  • Strong organizational 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.
  • Intermediate knowledge of Microsoft Office Suites.
  • Experience with Oracle on Demand and PeopleSoft a plus.

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.

Travel: None



Posted: 2021-07-20 Expires: 2021-08-20
Sponsored by:
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Program Coordinator, Fulbright Student and Scholar Programs

Institute of International Education
New York, NY 10007

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