Coordinator, Federal Programs (Internships)

The Coordinator, Federal Programs is responsible for coordinating all logistical and operational aspects of The Washington Center’s federal internship programs. This includes handling federal intern logistics, application processing, reimbursements, assisting with referral/placement process, liaising with the finance office, and assisting with contract management.

This position is currently remote but will eventually need to be in the D.C. Metro area.

Essential Job Functions

Administrative & Logistics Management

  • Maintain and track database of participants with regards to adherence to program requirements and provide semi-monthly reports to Finance Office for stipend payments.
  • Manage shared email program inboxes and respond to inquiries from participants and agency partners.
  • Track travel expenses and collect supporting documentation for processing advancements, reimbursements, and any related invoicing.
  • Work closely with the Office of Student Services and Community Life to coordinate regional housing needs and student completion of the Community Profile in StarRez.
  • Coordinate client billing information with Finance Office and assist with processing quarterly payments and financial reporting.
  • Assist with developing and maintaining documentation for federal contract management processes including Purchase Orders (POs).   

Participant Support

  • Nurture all student leads and in-progress applicants through phone calls, emails, webinars and more.
  • Assist with creation of Stipend Award Letters and logistics communication.
  • Collect all student documentation for stipends, tax, housing, and security clearance processes.
  • Coordinate student travel and field trips.
  • Arrange travel for participants to internship locations and housing for participants interning outside of the DC-metro area.
  • Coordinate logistics for summer events & professional development series, and distribute/process evaluation materials for review.

Technology

  • Coordinate Federal team members’ access to Salesforce, StarRez, and other CRMs.
  • Update applicant status and internship information in Salesforce and other CRMs.
  • Assist with transitioning client information and relationship details into the CRM.

Client Relations

  • Provide all clients with excellent customer service by answering questions and providing information in a timely manner. Clients may include, but are not limited to: federal agencies points of contact, travel and housing companies, students, and university/college officials.
  • Plan and lead periodic check-ins with and reporting to partner agencies.
  • Provide designated manager(s) with updates on student issues and interactions with agency partners.

Education and Experience

An equivalent combination of education, training, and experience will be considered:

  • Bachelors degree in related field required
  • 1-2 years of experience working with students

Preferred Education/Qualifications and Experience

  • Experience with Salesforce or other CRM preferred
  • Working knowledge of the GSA contract system preferred 

Competencies

Required to perform the job successfully:

  • Communication/Interpersonal Skills
  • Customer Satisfaction
  • Teamwork/Collaboration
  • Initiative
  • Self Awareness

Knowledge, Skills, and Abilities 

Critical to the successful performance of the job. These may be representative but not all inclusive of those commonly associated with the position:

  • Strong project management skills
  • Ability to manage multiple projects and work collaboratively
  • Strong organization skills and detail orientated
  • Ability to develop systems for tracking information and knowledge
  • Excellent client relations skills
  • Independent judgment and initiative
  • Proficiency in MS Office with strong knowledge of Microsoft Excel and Word.

Equipment Used to Perform the Job

Which may be representative but not all inclusive of those commonly associated with this position.

  • Standard office equipment including a facsimile machine, photocopier, and telephone system
  • Personal Computer, job-related software and printer

Physical Abilities

Commonly associated with the performance of the functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform described essential functions of this job. These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job. 

  • The employee may frequently lift and/or move up to 25lbs. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination, and the ability to identify and distinguish colors. While performing the duties of this job, the employee is regularly required to sit, use repetitive wrist, hand, and/or finger movement, reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, and crawl. 

Application Instructions

To apply to this position, please do so via our online application form.

This job description no way states or implies that these are the only duties preformed by the employee occupying this position. Employees may be required to follow instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Certain job functions described herein may be subjected to possible modification in accordance with applicable state and federal laws.

Please note that we participate in E-Verify and upon hire, will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.