The Carter Center: Intern Coordinator, Education Programs

Job title:

The Carter Center: Intern Coordinator, Education Programs

Company

The Carter Center

Job description

Discover Your Career at Emory University

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

Description

The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health.

The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center’s many programs and activities are available at .

SUMMARY:

With minimal supervision, the Intern Coordinator supports the Director of Educational Programs for intern and graduate assistant recruitment, selection, onboarding, payment, group visits, event planning, and budget administration. Facilitates interns and graduate assistants (approximately 35-40 each session) in acclimation to the work environment and non-work-related issues such as housing, visas, international student insurance, banking, etc. Provides administrative support to the Director of Educational Programs and may provide minimal support to the Research Department.

FORMAL JOB DESCRIPTION:

• With minimal supervision, the Intern Coordinator supports The Carter Center’s Director of Educational Programs for intern and graduate assistant recruitment, selection, onboarding, payment, group visits, event planning, and budget administration.
• Facilitates interns and graduate assistants (approximately 35-40 each session) in acclimation to the work environment and non-work-related issues such as housing, visas, international student insurance, banking, etc.
• Provides administrative support to the Director of Educational Programs and may provide minimal support to the Research Department.
• Key Responsibilities:
• Represents Educational Programs during recruitment activities at local universities and speaking events.
• Hosts group visits to The Carter Center when the director is unavailable.
• Coordinates all logistics for group visits and coordinates with the Jimmy Carter Presidential Library and Museum.
• Administers Facebook group for the current cohort of interns, as well as alumni Facebook and LinkedIn communities.
• Creates and distributes an Alumni Newsletter with minimal supervision from the director.
• Monitors the Educational Programs accounts (approximately $760,000 annually) on a regular basis and keeps the director informed of the status.
• Administers the budget by submitting and reviewing invoices and preparing payment documents.
• Creates budget summaries for all major intern events.
• Maintains budget files and related records, including staff and intern travel.
• Participates in the development of grant-proposal budgets and reporting.
• Assists in the development of the annual budget for Educational Programs.
• Coordinates and schedules meetings/workshops within Educational Programs.
• Coordinates special events for interns and graduate assistants.
• Coordinates intern alumni events for the director and Chief Executive Officer, as travel allows.
• Schedules outside groups and coordinates with other departments as necessary. Works closely with the Events staff.
• Ensures appropriate preparation for meetings, group visits and special events.
• Requires some time outside of normal office hours.
• Provides regular supervision and guidance to the Education Program’s intern.
• Serves as a role model and acts as a resource for all interns.
• Utilizes and manages volunteers on a regular basis to provide administrative support to Educational Programs.
• Primary coordinator of selection application and database for interns and graduate assistants.
• Creates and organizes databases for each round of intern and graduate assistant selection and maintains records throughout the process.
• Communicates outcomes of the selection process to all applicants using Mail Merge.
• Online application management: Maintain and administers information for each session with the online application, to produce summary reports and maintain accurate information for over 800 candidates annually.
• Alumni data management: Maintains an alumni database for all Educational Programs interns and graduate assistants.
• Maintains and organizes shared electronic files for Educational Programs.
• Maintains Educational Programs web page, in collaboration with Communications.
• Manages Educational Programs’ SharePoint homepage.
• Maintains data regarding intern and graduate assistant applicant pools regarding academic status, colleges/universities, languages, and countries of origin.
• In addition, maintains the application so that Diversity, Equity, and Inclusion information is gathered from each applicant.
• Creates and implements procedures for electronically filing, ordering, and storing supplies, and protecting confidential information by organizing assignments and providing consistent instructional information and communicating office procedures to staff, interns, graduate assistants, and volunteers.
• Ensures exception to policy or procedure have required approvals.
• Works closely with the Director of Educational Programs and the Development Office to prepare proposals for all major funding sources for The Carter Center.
• Drafts courtesy status reports to foundations and donors about activities of the internship program.
• Prepares grant courtesy reports for donors.
• Generates reports by determining the users’ needs and by collecting and organizing the data to provide accurate and complete reports, including calling for, compiling, and disseminating status reports.
• Responds to inquiries regarding Educational Programs, the work of The Carter Center, and people interested in bringing groups to the Center.
• Reviews and responds to incoming inquiries to the Educational Programs email account.
• Edits and creates correspondence and reports.
• Reviews outgoing material for consistency and conformance with policies and procedures.
• May provide authorization signature for supervisor.
• Processes incoming mail and emails containing academic transcripts.
• Proofreads generated correspondence by reviewing and correcting errors in grammar, punctuation, and spelling, and checking factual correctness and conformance with policies and procedures to ensure correspondence is accurate.
• Communicates recommendations to the writer or the supervisor.
• Initiates, processes, and maintains records and invoices relating to purchases, reimbursements, receipts, and related materials.
• Oversees stipend payments for approximately 30 interns six times per year.
• Assists in the preparation and completion of special projects, including preparing PowerPoint presentations and specific research assignments.
• Occasionally runs errands off property.
• May work with other departments/programs.
• Ensures compliance will all organizational policies and procedures including in the intern/graduate assistant and supervisor handbooks.
• Coordinates efficient office procedures in support of program activities.
• Maintains professional growth and development of self by identifying educational/training programs, professional organizations, activities, and resources to maintain awareness of national trends.
• Works with other departments to make domestic and/or international travel arrangements for staff and/or interns.
• Performs related tasks as needed.
• As special innovative projects arise, the Intern Coordinator supports the implementation of new ideas/processes.

MINIMUM QUALIFICATIONS:

• A bachelor’s degree and two years of administrative experience, OR an equivalent combination of education, training, and experience.
• Proficiency with various personal computer software applications.

PREFERRED QUALIFICATIONS:

• The ideal candidate will have a bachelor’s degree or several years of experience in an NGO or University setting.
• Excellent organizational skills and ability to multitask are necessary.
• Strong communications skills including written work, email etiquette and public speaking. Cultural sensitivity is essential.
• Experience with international students and event coordination a plus.
• Working knowledge of various personal computer software applications, e.g., Microsoft Word, Excel, PowerPoint, WordPress, SharePoint and other web-based applications.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines. All non-exempts employees must reside within the State of Georgia. The Carter Center reserves the right to change remote work status with notice to employee.

Applicants must be currently authorized to work in the United States for any employer.

Emory Supports a Diverse and Inclusive Culture

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran’s status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran’s Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

Expected salary

Location

Atlanta, GA

Job date

Wed, 24 Jan 2024 23:13:49 GMT

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