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Account Specialist, HS Exchange USA Operations


Posted: 9/21/2019
Job Reference #: *9F291494C4FC9FEE
Categories: Media/Publishing

Job Description

Account Specialist, HS Exchange USA Operations

Business Unit
High School Exchange Programs

Portland, ME



High School Exchange USA Programs facilitate the participation of more than 1,400 secondary school students from around the world in cultural exchange and academic programs. Students attend American high schools and live with host families across the US. CIEE welcomes students from 75 countries to participate on our high school programs. We guide students with their application and arrival process and provide outstanding support during their time on our program.

The Account Specialist has a critical position on the High School Exchanges USA Operations Team. As part of the greater Operations team, the Account Specialist is responsible for projects, procedures, and communication for successful student arrival. This includes coordination with International Representatives from inquiry, to point of sale, and up through students’ arrival at orientation in the U.S. Additionally, this position includes coordination of projects and support of all U.S. Department of State sponsored scholarship students and collaboration with organizations involved in the administration of the scholarship programs.

CIEE is seeking a positive, detail-oriented, culturally sensitive professional with strengths in administrative projects and client services, who is sales-minded and possesses a can-do attitude for this dynamic position.

Main Responsibilities Include:

  • Develop and maintain strong, positive and professional relationships with representatives of grant programs and CIEE international representatives
    • Communicate in a professional and culturally sensitive manner about a wide variety of program components, including but not limited to: student applications, student health, host family placements, arrivals, invoicing, payments, and pre-departure preparations
    • Create and facilitate online trainings for international representatives involved with grants and private exchange programs
  • Receive, review, and update student program applications
  • With support of the Operations Manager, maintain clear financial accounts for assigned international representatives and execute year-end financial reconciliations
  • Support international representatives in the student visa process, including shipping student DS-2019 forms and gathering visa requirements by country
  • Process host family placements, moves, and changes throughout the year; track U.S. Department of State required paperwork associated with host family placements
  • Attend and facilitate student arrival orientations with the support of CIEE’s events team
  • Participate in night and weekend coverage during student arrival season (July/August)
  • Handle the 24-hour emergency cell phone on a rotating weekly basis approximately 1-2 times a year
  • Other duties as assigned

Other duties may include:

  • Maintain student records in SEVIS database
  • Manage and track student community service projects
  • Communicate student move information to insurance department and oversee student ID card updates
  • Oversee reporting and tracking of special placement paperwork
  • Maintain electronic host family materials ensuring up-to-date, accurate information is shared with families upon placement
  • Assist with content planning and implementation of annual programs as needed - including national meetings, international meetings, and student orientations
  • Assist in project supervision of the High School team’s seasonal staff
  • Review and maintain international representative-facing information such resource centers or student application materials


Knowledge and Skills Requirements:

  • Bachelor’s Degree required from a four-year college or university
  • Excellent organizational and time management skills with regularly shifting priorities
  • Maintain meticulous attention to detail in a very fast paced environment
  • Ability to develop strong working relationships across cultures, mainly via e-mail and phone calls
  • Excellent written communication is a must
  • Ability to adhere to a tight deadline driven schedule
  • Fast learner of new technology, systems, procedures and policies
  • Previous experience working on an operations, admissions, or administrative team highly preferred
  • Flexibility and interest in a dynamic, team-oriented working environment
  • International travel or study experience recommended
  • Commitment to CIEE’s core values and mission
  • Computer skills including Microsoft Word, Excel, and Outlook are required

    Some evening and weekend work will be required; potential for domestic and international travel (1-2 times per year).

Due to Federal regulation a background check will be conducted as a condition of employment