Program Coordinator, Pickering Fellowship Program

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 is responsible for coordinating all logistical and operational aspects of the Thomas R. Pickering Foreign Affairs Fellowship throughout the program’s lifecycle, from graduate school through Foreign Service entry.

The duration of the position is contingent upon funding from the grant, but will be a 12-month position at a minimum.

Job Functions

Administrative Management

  • Track and update database of Fellows with regards to adherence to program requirements.
  • Manage shared email inbox and respond to inquiries from Fellows and the Department of State in collaboration with Program Manager.
  • Coordinate communications with Department of State partners and Pickering Fellows.
  • Assist in preparing Pickering Fellow scholarship payments and collect data for reporting.
  • Communicate funding protocol to university partners and build relationships with financial aid colleagues.
  • Disburse living stipends to Fellows.
  • Collaborate with Program Manager to track funding and budgeting at a per student level.
  • Review requests for deferrals and determine eligibility of requests.
  • Assist in development of quarterly programmatic reports for Department of State.
  • Coordinate logistics for summer professional development series, and distribute/process evaluation materials for review.
  • Other duties as assigned

Logistics Management

  • Track travel expenses and collect supporting documentation in order to process advancements, reimbursements, and any related invoicing.
  • Brief Fellows on housing stipulations and track necessary documentation to facilitate lodging support.
  • Create packets for TWC staff, Department of State staff, program partners, and Pickering Fellows for program events.
  • Arrange travel insurance for Fellows interning overseas.
  • Arrange for qualified program alumni to participate in development sessions for Fellows.
  • Set-up webinars to deliver information to Fellows.

Participant Support

  • Explain program requirements, milestones, and processes to program participants.
  • Assist Pickering Fellows in navigating security, medical, and suitability clearance processes.
  • Field Fellow questions and provide guidance on academic and Fellowship requirements.
  • Review and provide feedback on Fellow internship applications.
  • Assist in matching Fellows with mentors and oral assessment advisors.
  • Conduct periodic check-ins with Fellows during summer internship sessions.
  • Connect Fellows with relevant resources, as applicable.


  • Distribute and track information in Salesforce, Schoology, and other CRMs.
  • Utilize Salesforce and other tools to produce reportable information on Pickering Fellow cohorts.
  • Utilize technological tools to increase efficiency of program execution (i.e. Smartsheet, Zoom, Skype, etc).

Required Education and Experience

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

  • Bachelor’s degree in related field required
  • One to two years of administrative experience
  • One to two years of experience working with students

Preferred Education/Qualifications and Experience

  • Experience with Salesforce or other CRM preferred


Required to perform the job successfully:

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

Knowledge, Skills, and Abilities

These are not reflected in the competencies but are critical to the successful performance of the job. These may be representative but not all inclusive of those commonly associated with the position:

  • Strong organization skills and detail-oriented
  • Strong project management skills
  • Ability to manage multiple projects and work collaboratively
  • 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.  

Supervisory Responsibility

This position has no supervisory responsibilities

Equipment Used to Perform the Job

These 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.