Exchange Program Manager

Employer: World Affairs Council of Kentucky & Indiana

Job Description

WAC is seeking an adaptable, highly organized professional with strong communication skills and enterprising spirit to manage WAC’s suite of exchange programs. The Exchange Program Manager works closely with the Executive Director to ensure quality programming for international exchange delegates and increase the number of groups hosted throughout the year. The work involves regularly engaging with, building, and developing WAC’s network of community partners to support exchange programming and connections.

This hands-on role requires strong organization, interpersonal, and communication skills. The Exchange Program Manager acts as the primary point of contact for all exchange programs, including exchange participants, program officers, local resources, and local volunteers. 

The WAC team values flexibility and a willingness to work across and outside one’s immediate responsibilities.

Responsibilities:

The Exchange Program Manager will:

  • Bid aggressively for U.S. Department of State-sponsored international exchanges through detailed, persuasive written proposals;
  • Design and develop visible, high-quality programs for international visitors on a variety of political, economic, and cultural themes that meet the U.S. Department of State’s objectives. Specifically, this will include:
    • Developing itineraries to reflect the program and participants’ professional goals and interests
    • Outreach to local resources and invitation to participate with visitors’ programs via meetings/workshops/tours/etc.
    • Effectively communicating with Program Officers at various National Program Agencies (NPAs)
  • Cultivate professional relationships with community leaders, organizations, government agencies, educational institutions, nonprofits, and more;
  • Plan and coordinate all group travel and logistics; manage relationships with hospitality/transportation vendors and contract drivers. Specifically, the Exchange Program Manager will:
    • Arrange hotel and home-stay accommodations
    • Greet visitors at the airport and assist in their departure
    • Serve as liaison between WAC, visitors, and community resources
    • Follow up on all logistical arrangements (i.e., telephone calls, emails, etc.)
  • Manage post-program activities, to include:
    • Write follow-up thank-you notes to local resources that met with visitors
    • Collect contact information of visitors and local resources
    • Enter program information into CRM/tracking database
    • Reconcile program expenses for invoicing to relevant agencies
  • Recruit and manage relationships with local host families and volunteers
  • Recruit and supervise interns and volunteers
  • Streamline, organize, and unify program administration processes
  • Perform other duties as needed

Salary Range: $35,000 - $45,000

Job Requirements:

Expectations and Qualifications:

  • Bachelor's Degree with a minimum of two year’s relevant work experience
  • Strong computer skills, working knowledge of web-based platforms (i.e., G Suite, email marketing, CRM) and social media skills
  • Strong interpersonal and communication skills
  • Self starter with strong initiative for taking on and completing new projects
  • Ability to look at the big picture and connect overlapping dots
  • Interest in building strong network and engaging the local community in international exchange programming
  • Highly organized and good time-management skills
  • Maintain professional appearance
  • Ensure quality work in a timely manner
  • Adaptable to change, reliable, and able to follow through on tasks
  • Flexible and able to meet the time demands of hosting international groups
  • Promote teamwork by sharing ideas, impressions, and suggestions with WAC staff
  • Be willing to take on tasks outside of exchange projects as needed
  • Must enjoy working with cross-cultural visitors

How to Apply:

Please submit your resume, cover letter, and names/contacts of three references to Xiao Yin Zhao, Executive Director, at xy.zhao@worldkentucky.org.