Senior Program Assistant – Advising and Testing

COMPANY DESCRIPTION: Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at www.amideast.org.

POSITION DESCRIPTION: Based in our Washington, DC Headquarters, our Advising & Testing department is seeking a Senior Program Assistant to support the organization’s standardized testing and educational advising activities in the United States, the Middle East, and North Africa. The Senior Program Assistant will support operations through a variety of activities that not only promote a smooth candidate experience but also promote additional business for Amideast through marketing and business development activities for the English language testing and EducationUSA teams. The position will include the following activities:

• Assist in managing and delivering standardized testing programs, including collaborating with staff and clients in the United States and in the Middle East North Africa region.
• Provide program financial monitoring support including, invoice creation and payments, sales tracking, and reconciliations through the use of accounting software and Excel.
• Support EducationUSA advising activities for students interested in U.S. study.
• Manage Degree Verification and eligibility services.

RESPONSIBILITIES:

Standardized Test Registration, Administration, and Product Support

• Set up and monitor test sessions in online registration system
• Set up online test administrations in the appropriate platform
• Order standardized test materials for all offices while monitoring usage and inventory
• Score tests using specialty software, entering data manually when necessary; provide results and reports to clients and field offices; troubleshoot problems with scanner/scoring issues
• Compile and collect reports as required and on a monthly basis
• Monitor high-stakes test results using established methods and conduct post-test interviews when necessary
• Provide customer service, responding to client and candidate inquiries by telephone and e-mail
• Troubleshoot problems with test registrations, score reports, etc., including field office scanner/scoring software issues
• Exhibit knowledge of all testing-related products
• Arrange and track test administrations, observing form control and security measures, occasionally serving as a test proctor
• Fulfill test orders and provide technical and scoring support for U.S. sites
• Track and forward score reports for all offices

Program Financial Monitoring Support

• Order and distribute vouchers for specific tests and process test registrations
• Create purchase orders, sales orders, and invoices in accounting software
• Track, review, and pay invoices received
• Reconcile shopping cart sales/credit card receipts
• Assist in reviewing expenses and submit invoices to clients
• Provide and update testing programs cash and receipt forecasts for use by Finance
• Maintain departmental credit card purchases and logs daily, submitting to Accounting monthly

EducationUSA Advising, Degree Authentication, and College Fair Support

• Conduct degree authentication, verifying institutional accreditation and student graduation as well as obtaining transcripts and other needed documents from U.S. educational institutions; process educational credentials requiring U.S. Department of State authentication and Embassy legalization
• Set up meetings with universities who wish to visit Amideast; take notes and distribute a report to appropriate staff on each visitor group
• Manage College Fair promotion, applications, payments, and client relations
• Fulfill book orders and checking materials on arrival and shipping to offices

QUALIFICATIONS AND SKILLS:

Required

• Bachelor’s degree or equivalent
• At least one (1) year of full-time work experience
• Precise attention to detail, organizational skills, and ability to meet regular and fluctuating deadlines and priorities
• Problem solving skills
• Excellent written and spoken communications skills
• Excellent skills in Microsoft Office (including Word and Excel) and Adobe Professional
• Demonstrated ability to quickly learn new, complex software and processes
• Some basic knowledge of accounting and/or financial systems
• Demonstrated initiative
• Ability to work independently as well as part of a team
• Able to work remotely from home as well as in the office

Preferred

• 2-3 years full-time experience
• Deltek CostPoint experience
• French and/or Arabic skills

The physical demands and work environment are representative of those an employee encounters while performing the essential functions of this position in a corporate work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

​This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

​Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

​Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.