Program Coordinator/Recruiter, Pickering Fellowship

Program Coordinator/Recruiter, Pickering Fellowship

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Join an organization where you can make a difference in the lives of students from across the nation and the world. At The Washington Center for Internships and Academic Seminars (TWC), we see a world where young people from all backgrounds have the opportunity to discover, develop and realize their full potential. TWC is the bridge between higher education and professional careers–leveraging all that Washington D.C. has to offer to provide dynamic, experiential learning opportunities to empower and motivate young people to become engaged global citizens.


Position Description

The Pickering Fellowship Program Coordinator/Recruiter works with on-campus partners at affiliated colleges and universities to promote the Thomas R. Pickering Foreign Affairs Fellowship program to relevant audiences to maximize program enrollment. This individual further conducts outreach to prospective applicants, provides application processing support, and shares information about the Fellowship as needed at events as they are arranged outside of the recruitment season. The Program Coordinator/Recruiter is additionally responsible for coordinating logistical and operational aspects of the Fellowship throughout its lifecycle - from recruitment to Foreign Service entry. This position works closely with both the Senior Program Manager, Pickering Fellowship and the Director, Student Recruitment to successfully administer the program.


Essential Functions


  • Visit approximately 12-14 campuses during the recruitment season. Make all travel arrangements, including accommodations and transportation needed to successfully recruit at assigned institutions. Coordinate with on-campus contacts to ensure successful visits.
  • Host information sessions, speak with students at career fairs, in student-group meetings or during individual conversations. Introduce program to faculty, fellowship advisors, and/or appropriate offices and develop new contacts.
  • Conduct outreach to selected students who have started applications in online application system to offer resources and support.
  • Outside of open application period, organize 5-10 information-sharing events with local D.C. partners.
  • Represent Pickering Fellowship at DOS, Capitol Hill, nonprofit organizations, and other events as requested.
  • Continually promote Pickering Fellowship through webinars, info sessions, and sharing information with interested potential applicants and partners.


  • Act as first point of contact for prospective students via multiple outlets (email, phone, live chat, etc.) about fellowship expectations, financial arrangements, application process, selection process, etc.
  • Process fellowship applications through Customer Relations Management system and maintain contact with applicants regarding the status of applications.
  • Design and implement tools for helping institutions and applicants understand the Fellowship requirements and navigate the application, with guidance from Program Manager.
  • Prepare reports analyzing applicant/Finalist/Fellow cohorts for internal and partner use, with guidance from the Director, Student Recruitment.

Facilities Coordination

  • Track and update database of Fellows with regards to adherence to program requirements. Assist Pickering Fellows in navigating security, medical, and suitability clearance processes.
  • Coordinate communications with DOS partners and Pickering Fellows.
  • Assist in preparing Pickering Fellow scholarship payments and collect data for reporting.
  • Assist in development of quarterly programmatic reports for DOS.
  • Coordinate logistics for summer professional development series, and distribute/process evaluation materials for review.
  • Leverage technology to increase efficiency of program execution (ie Smartsheet, GoToMeeting/GoToWebinar, Skype, etc).
  • Other duties as assigned.


  • Coordinate travel and accommodation for Pickering Fellows, Finalists, and Selection Committee panelists for selection and orientation periods.
  • Track travel expenses and collect supporting documentation in order to process advancements, reimbursements, and any related invoicing.
  • Create packets for TWC staff, DOS staff, Selection Panel members, and Pickering Finalists/Fellows for selection and orientation period.
  • Ensure Panelists, Finalists, and Fellows understand travel arrangements and requirements for selection and orientation events.
  • Arrange for qualified program alumni to participate in selection and orientation events.

Education and Experience

  • Bachelor’s degree in related field required
  • Master’s degree preferred
  • One to two years of administrative experience
  • One to two years of experience working with students
  • Experience working with diverse or underserved populations preferred
  • Experience with Salesforce or other CRM preferred
  • 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.


To perform the job successfully, the individual needs to demonstrate the following competencies:


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

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

These are 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.


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