Division Administrator & Training Coordinator, Professional Exchanges Division

Salary Range: Commensurate with experience
Location: Washington, D.C.
Reports To: Senior Vice President, Professional Exchanges Division

Purpose and Description

The Division Administrator and Training Coordinator works under the supervision of the Senior Vice President for Professional Exchanges and carries out a variety of responsibilities that support the work of the organization. A central duty is to ensure that qualified Program Associates are available to meet the organization's needs. The Administrator assists with hiring new Program Associates, coordinates their training, and facilitates the work between the Division and its public and
private sector partners.

The Division Administrator and Training Coordinator is also responsible for managing portions of the Collaborative Services Grant, its annual proposal development and budget management.

The Administrator undertakes special projects upon the request of the Senior Vice President, including other grant activities and tasks that enhance the Division’s overall performance.

Essential Functions

Hiring and Training

  • Recruit, interview and assist with hiring new Program Associates; assist with their selection to secondary positions
  • Lead the training of new Program Associates in cooperation with the Training Team; oversee updating of PA training manual, CWT information, IVLP Standard Operating Procedures, and printed and electronic forms used by Program Associates
  • Advise and assist with program team assignments; resolve intra-team issues; lead team transition meetings, including check-ins with new teams

Finance and IVLP Standard Operating Procedures

  • Maintain communication with the Finance Office regarding procedures, problems, and policies; assist with identifying bills and obtaining resolution of unaccounted for advances
  • Advise and assist the Senior Vice President about resolving problems, especially those related to administrative, accounting or personnel issues
  • Monitor State Department policies and procedures; coordinate internal response to address changes
  • Procure vendors for IVLP projects in accordance with Federal Government regulations and Meridian policy
  • Serve as a resource for PED procurement
  • Develop quarterly Travel Management Center (TMC) projections

Administrative Oversight

  • Lead monthly Program Associate meetings; provide administrative updates at bi-weekly PO forums; develop periodic staff training sessions
  • Serve as Carlson Wagonlit Travel Agency liaison; oversee monthly Citibank bill reconciliation and submit payment authorization to DOS; supervise onsite travel agent
  • Oversee the payment of bills from FedEx, Lasership, Sparks, and others
  • Oversee the closing of permanent visitor files and their storage at an off-site facility or digitization
  • Oversee the maintenance of visitor supplies from State Department and staff business card orders
  • Lead winter projects and coordinate the final staff presentations at a joint PO/PA Forum
  • Arrange coverage for Program Associates and administrative staff on leave

Collaborative Services Grant

  • Support the SVP and VP on developing, writing, and submitting the annual grant renewal application
  • Manage IVLP Visitor Services; oversee U.S. federalism briefings, Capitol Hill tours, and home hospitality arrangements
  • Maintain liaison with PED staff performing tasks such as “In House” IVLP On Demand administrative support or the daily messenger service to the IVLP partners
  • Serve as principal liaison with the Hotel Procurement Officer
  • Submit monthly, quarterly, and annual grant reports to the State Department

Other duties and special projects as assigned, including

  • Assist Senior Vice President in preparing budget, narrative, and appendices materials for submission of the Core Grant renewal application
  • Design and implement new initiatives for staff incentives
  • Support cost share initiatives by booking staff travel with Amex points

Minimum Qualifications


  • Bachelor’s Degree
  • Significant experience as an IVLP Program Associate
  • Thorough knowledge of IVLP Standard Operating Procedures
  • Any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position

Knowledge, Skills, and Abilities

  • Strong leadership skills, especially tact, fairness, and discretion
  • Facility for interacting with a variety of personalities
  • Effective oral and written communication skills
  • Enthusiasm for group and individual work
  • Ability to set priorities
  • Significant experience in the use of Office 365; Salesforce experience preferred
  • Attention to detail in the smooth functioning of the organization
  • Ability to organize a large amount of information and act on it quickly
  • Monitoring and evaluation abilities with astute problem-solving skills

Other Desired Qualifications

  • Conflict resolution or mediation training
  • Human resources experience, especially recruitment and hiring
  • Familiarity with all Meridian International Center staff

Physical Effort and Dexterity

Not applicable

Visual Acuity, Hearing, and Speaking

Excellent verbal and written command of the English language

Environment and Scheduling

  • Interest in working with an international not-for-profit professional exchange organization
  • Interest in working within a diverse work environment

This position is classified FLSA exempt.

Employer's Statement and Rights

This position posting does not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience. The employer has the right to revise this posting at any time. Neither this posting nor the job description is a contract for employment. Meridian is an Equal Opportunity Employer.

Qualified candidates should apply by July 16, 2018, by e-mail only to HR@meridian.org. Subject line should read "PED Division Administrator" only and cover letter and resume should be attached. Submissions which do not follow the above instructions will not be considered as applicants. Only candidates being considered for this position will be contacted. NO PHONE CALLS in reference to this position will be accepted.