Administrative Assistant - Train USA

Cultural Vistas
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Oct 05

Position description

Position Summary: The Administrative Assistant will provide administrative support to the Train USA department for application processing and program administration.

Essential Duties and Responsibilities:

Administrative tasks, including but not limited to:

  • Assemble approval packets and prepare FedEx mailings for the department daily
  • Copy, scan and file documents
  • Monitor supplies
  • Review and record Train USA program evaluations submitted by participants
  • Responsible for checking Arrival Notifications from program participants and updating database
  • Assist with conducting video/telephone interviews with program applicants as needed
  • Compile monthly SEVIS receipts to submit to Accounting department
  • Respond to, and track, email and phone inquiries
  • Prioritize tasks with attention to deadlines and customer expectations in a high-volume, time-sensitive and client-focused environment;
  • Articulate our services, general information about program eligibility, and promote the benefits of the J-1 intern/ trainee program as well as other Cultural Vistas to diverse audiences via phone and e-mail
  • Collaborate on miscellaneous projects key to program impact and departmental success (For Example: composing external communication pieces, developing participant resources, hosting participant events, assessing internal efficiencies, etc.)
  • Other administrative tasks as assigned


  • Ability to multitask, to prioritize workload, to organize, and to make decisions in a deadline sensitive environment
  • Good judgment and critical thinking skills
  • Demonstrated ability to maintain a proactive, flexible, inventive approach
  • Possess commitment to professionalism and communicability
  • Ability to and interest in providing excellent customer service
  • Ability to exhibit a collegial attitude and excel within a collaborative team-working environment
  • Strong ability to communicate effectively (written and oral) within a multi-cultural environment and with people from diverse cultures and countries.
  • Must possess extraordinary attention to detail
  • Interest in and commitment to the mission of Cultural Vistas
  • Foreign language skills a plus

Computer Equipment and Software Experience Required:

  • Must be proficient in Microsoft Suite products

Education and Experience Required:

  • Education: Bachelor's degree or higher; International Relations, Business, Education, or other related degree preferred.
  • Years of Experience: At least 1 year of customer service or administrative experience in an office setting.

Physical Demands of Position:

  • Work on weekends, holidays, and evenings may be required.

Application instructions

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