Program Coordinator (Internships and Fellowships)

Position Title: Program Coordinator (Internships and Fellowships)
Department: Programs
Position Class: Full Time
FLSA Status: Salaried, Exempt
Location: Washington, DC
Prepared: June 2016
Closing Date: Open until filled

I. ORGANIZATION SUMMARY:

Founded in 1976, the Congressional Black Caucus Foundation (CBCF) is a non-profit organization focused on eliminating disparities within the global black community by developing leaders, informing policy and educating the public.  Our primary focus areas are Education, Public Health, Economic Empowerment and the Environment.  Applicants may visit the web site at www.cbcfinc.org, to view more information on CBCF programs and initiatives.

 

II. POSITION SUMMARY:

The program coordinator for internships and fellowships will support the development and implementation of the Foundation’s internship and fellowship programs. As a critical member of the CBCF Leadership Institute for Public Service, the incumbent must be passionate about fostering personal, educational, and leadership development skills among African-Americans and other traditionally-underserved students and young professionals. He/she will interact with interns and fellows, provide direct assistance with day-to-day program needs and requests, organize program activities and work to ensure the delivery of high-caliber development activities and programmatic content to ensure a positive, fruitful experience for program participants and stakeholders in accordance with CBCF’s strategic plan. The program coordinator works under the direction of the manager of the Leadership Institute for Public Service and collaborates closely with the Institute’s administrative assistant and scholarships administrator.

 

III. WORKING RELATIONSHIPS:

A. Reports to: Manager, Leadership Education and Scholarship Programs

B. Directly Supervises: N/A

C. Indirectly Supervises: Administrative Assistant, Leadership Institute for Public Service

D. Type of Supervision Received: Direct supervision

E. Internal Relationships: Work closely with the Manager, Leadership Education and Scholarship Programs; Administrative Assistant, Leadership Institute; and Scholarships Administrator. Other CBCF departments to facilitate information about the intern and fellows program for fundraising, marketing and other purposes.

F. External Relationships: Staff of Congressional members, federal agencies, corporations, universities and associations and non-profits to facilitate successful program implementation.

 

IV. SPECIFIC RESPONSIBILITIES:

A. Essential Functions

  1. Plan and coordinate orientation and leadership development activities and maintain calendar of activities for interns and fellows in collaboration with the Leadership Institute manager.
  2. Develop and facilitate intern and fellow orientation sessions.
  3. Develop and implement monthly or semi-monthly leadership development training sessions for interns and fellows in collaboration with the Leadership Institute manager.
  4. Secure placements for interns and fellows on Capitol Hill, in federal agencies and/or in nonprofits based on program parameters.
  5. Serve as primary point of contact for interns, fellows and their direct supervisors for reporting on program activities and other related matters.
  6. Coordinate housing for all interns and assist fellows with securing housing as needed.
  7. Plan and conduct orientation sessions for partnering congressional staff and volunteers in collaboration with the scholarship administrator.
  8. Coordinate logistical needs for fellows’ policy forums and events in collaboration with the administrative
    assistant.
  9. Engage with diverse groups, including the Congressional Hispanic Caucus Institute and Asian Pacific American Institute for Congressional Studies, to promote diversity and inclusion on Capitol Hill and strategically affect social change.
  10. Lead recruitment efforts for the internship and fellowship programs through electronic and in-person outreach to academic institutions, student and academic networks, the CBCF website and database, the Alumni Association, key distribution lists and other appropriate sources, and maintain databases of recruitment contacts.
  11. Ensure timely response to inquiries about the internship and fellowship programs in collaboration with the Leadership Institute administrative assistant.
  12. Coordinate the review and selection of internship and fellowship program applications in collaboration with the Leadership Institute manager.
  13. Secure office placements for interns and fellows.
  14. Organize and maintain interns’ and fellows’ program materials, including handbooks and portfolios of deliverables.
  15. Maintain database of contact information for all current interns and fellows.
  16. Distribute and collect internship and fellowship evaluation materials, and define and implement appropriate program changes to ensure continuous improvement.
  17. Monitor website information on internship and fellowship programs and work with CBCF marketing and communications staff to update information promptly and accurately.
  18. Draft internship and fellowship program progress reports to funders and the board of directors, as well as internship, fellowship and Alumni Network content for the CBCF newsletter.
  19. Develop the Leadership Institute newsletter in collaboration with the scholarship administrator and Leadership Institute manager.
  20. Adhere to approved internship and fellowship budgets and notify Leadership Institute manager of any needed modifications.
  21. Draft content for the development of sponsorship proposals as needed.
  22. Ensure the timely submission and processing of payroll for interns and fellows, as well as program-related invoices.
  23. Work with the Leadership Institute manager and scholarships administrator to strengthen and expand CBCF’s relationship with its Alumni Association.
  24. Actively contribute to the development and implementation of the CBCF Alumni Series and the involvement of alumni during the CBCF’s Annual Legislative Conference or other events as requested.

 

B. Additional Functions

  1. Represent CBCF on important committees and task forces (internal and external).
  2. Ability to collaborate effectively with staff and consultants in connection with all relevant events and projects.
  3. Ability to manage and balance administrative responsibilities effectively, with capacity to deliver against organization goals and objectives.
  4. Responsible for other duties and projects as assigned.

C. Required Special Skills

  1. Effective communication of program deliverables to a variety of constituents and stakeholders across a variety of mediums (internal and external).
  2. Strong familiarity with the federal legislative process and political environment.

 

V. RESPONSIBILITY FOR ACCURACY/ACCOUNTABILITY:

Incumbent must communicate with stakeholders on a national and local level to positively influence the effectiveness of CBCF in achieving its objectives. Must successfully deliver all tasks to which he/she has been assigned with exceptional customer service to internal and external stakeholders. Incumbent must follow and adhere to federal, state and local ethics laws, as well as CBCF policies governing conduct. Failure to comply may result in penalties for CBCF and the Program Coordinator.

 

VI. SPECIFICATIONS:

A. Knowledge: The candidate must have a BA or BS in education, educational administration, political science, public policy or a related field, as well as professional or internship experience on Capitol Hill. He/she must be able to demonstrate excellent verbal and written communication skills. The candidate must be well-organized, detail-oriented and able to multi-task and have at least two years of relevant experience.

B. Skills and Abilities: Excellent grammar and proofreading skills as well as careful attention to detail are required. He/she must be mature and able to work with a variety of people and personalities in a fast-paced, ever-changing environment while meeting deadlines. This position also requires a confident, self-motivated person with an outgoing personality, pleasant phone manner, team-oriented approach and willingness to assume responsibility. Proficiency in using Microsoft Office products is a must, notably MS Word, PowerPoint, Excel and Outlook; experience with using MS Publisher or other publication software is a plus. Experience with educational programming and/or administration is preferred.

C. Physical Requirements: Applicant must be confident and reliable with the ability to work well in a fast-paced environment with strict deadlines, ability to work long hours, weekends and moderate travel. Must work well under pressure and be able to manage simultaneous priorities. The ability to effectively and efficiently handle periods of heavy workloads is an essential function of this position. The ability to be flexible and meet a significant level of expectation is an essential function of this position.


CBCF is an equal opportunity employer and offers a competitive salary and excellent benefits package including health, dental, vision, 403(b), paid vacation and sick time. Qualified applicants only must forward a cover letter, resume, salary requirements and three professional references using CBCF’s online employment portal.  No phone calls accepted