Program Coordinator, Interns and Fellows

Position Title: Program Coordinator, Interns and Fellows
Department: Programs
Position Class: Full Time
FLSA Status: Exempt
Location: Washington, D.C.
Prepared: November 2018

 

ORGANIZATION SUMMARY

Founded in 1976, the Congressional Black Caucus Foundation, Incorporated (CBCF) is a small 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.

 

POSITION SUMMARY

The Program Coordinator plays a vital role in the day-to-day program planning, coordination, and implementation for the Foundation’s internship and fellowship programs, working under the direct supervision of the Program Relations Manager.  He/she will coordinate the activities and events of the program and develop sustainable systems to ensure the execution of high-caliber programs.

The incumbent will assist in servicing the needs of the multi-generational program participants to facilitate a positive and impactful experience for program participants and stakeholders in accordance with CBCF’s strategic plan.  In addition, the Program Coordinator support professional development opportunities for young professionals accepted in the CBCF Fellowship Programs, while collaborating with other departments in order to effectively drive the organization’s mission forward.

The CBCF Leadership Institute offers four internship programs: the Congressional Internship Program (summer); the Emerging Leaders Internship Program (fall); the Marketing and Communications Internship Program (one-year); and the Pathways to the C-Suite Internship Program. CBCF’s internship programs prepare college students and young professionals to become principled leaders, skilled policy analysts, and informed advocates by exposing them to the processes that develop national policies and implement them – from Capitol Hill to federal field offices. Program participants receive housing, a stipend, office placements, and opportunities to meet and interact with professional legislators and leaders working in all branches of government. Through the CBCF’s 20-month fellowship programs, participants work with congressional members and committees, attend leadership development seminars, complete community service projects and produce policy papers.

 

WORKING RELATIONSHIPS

  1. Reports to: Program Relations Manager
  2. Directly Supervises: None
  3. Indirectly Supervises: Vendors providing professional services or deliverables.
  4. Type of Supervision Received: Direct supervision.
  5. Internal Relationships: Work closely with the Program Relations Manager, Associate Director, Leadership Institute, and Vice President of Programs, and other CBCF staff based on program needs.
  6. External Relationships: Interacts with internship and fellowship program participants; curriculum instructors, and volunteers.

 

SPECIFIC RESPONSIBILITIES

Essential duties and responsibilities include the following:

 

Programmatic Functions:

  1. Coordinate all activities and functions related to the CBCF Internship and Fellowship Programs. Assist with organization and implementation of all programs participants to facilitate program goals and initiatives under the direction of the Program Relations Manager.
  2. Oversee internship and fellowship program application process. Serves as lead to validate compliance in processing of applications to the Leadership Institute’s internship and fellowship programs; scheduling application review meetings; drafting confidential correspondence; and informing applicants of their status by phone, mail and/or e-mail as directed under the direction of the program coordinator.
  3. Support promotion and recruitment efforts through outreach to academic institutions, students and stakeholder networks. Coordinate photos, video testimonials or similar promotions in collaboration with the Marketing and Communications Department.
  4. Assist the Program Relations Manager in identifying professional development seminar topics and quality speakers/trainers to promote leadership skills and programmatic goals.
  5. Attend program seminars, forums and events to engage with and cultivate program participants and foster ambassadors. Attend meetings, take notes and provide input to support event and programmatic improvements, including alumni opportunities.
  6. Assist in the planning and execution of program opening and closing ceremonies for program participants. Actively contribute to program content, format, and creativity to warrant stakeholder satisfaction.

 

Operational Functions: 

  1. Ensure maintenance of database of attendees/suppliers/vendors; including background, profile information, and/or photos for speaker’s bureau, event contacts and venues working collaboratively with administrative assistant.
  2. Oversee orientation and logistical needs for policy forums, training seminars, or events, including site selection; vendor management; and communication transmittals. Coordinate housing for interns.
  3. Assist in storytelling through preparation of PowerPoint presentations with info graphics, charts and graphs to inform stakeholders and partners of on-going progress.
  4. Distribute and collect program evaluation instruments for internships, fellowships, alumni and Emerge 535 initiative. Monitor application software and track program activities, attendance, and performance measures for program initiatives, events.  Monitor website information on internship and fellowship programs.
  5. Work collaboratively across departments to advance the goals of the organization. Engage and brainstorm with colleagues to effectively inform decisions necessary to maintain a high performance culture with a commitment to quality.
  6. Adhere to approved internship and fellowship budgets as approved by Program Manager.

 

Additional Functions:

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

 

Required Special Skills:

  1. Effectively communicate Program Department 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.
  3. Proven program and project management skills and experience in designing, managing and delivering high quality projects on time.
  4. Demonstrate superb oral and written communication and presentation skills in a range of formats to include meetings, briefings, reports, media articles and blogs.

 

 

RESPONSIBILITY FOR ACCURACY/ACCOUNTABILITY

The Incumbent must communicate with stakeholders on a national and local level to positively influence the effectiveness of CBCF in achieving its objectives.  The Program Coordinator must follow and adhere to federal, state and local ethics laws, as well as CBCF policies governing conduct, in addition to performing his/her duties in an ethical, professional and objective manner. Failure to comply may result in penalties for CBCF and the Program Coordinator.

 

SPECIFICATIONS

  1. Knowledge: Requires a bachelor’s degree in education, educational administration, political science, public policy or a related field, professional or internship experience on Capitol Hill is preferred. A combination of education and at least three years’ experience in educational programming and/or administration will be considered. . Ability to work on a high-performing team within a collaborative environment. Demonstrated ability to manage internal and external stakeholder relationships and expectations. Candidate must possess excellent verbal, written and analytical skills.
  2. Physical Requirements: Applicant must be confident and reliable with the ability to work well in a fast-paced environment.
  3. Skills and Abilities: The position requires initiative, particular attention to detail, project management skills, and solid planning and organizational skills. Excellent grammar and proofreading skills as well as effective writing skills are required. This position also requires excellent interpersonal skills. Proficiency in using Microsoft Office products and experience with using MS Publisher or other publication software is a plus.

 

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, until position is filled, using CBCF’s online employment portal. No phone calls accepted.

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