Program Assistant

Job Description

PROGRAM ASSISTANT

OVERVIEW:

-        Introduction of VEF 2.0 Program:

The VEF 2.0 Program is developed on the success of the Vietnam Education Foundation (VEF) Fellowship Program – a program created by the U.S. Congress from 2003-2016 to strengthen the bilateral relationship between the United States and Vietnam through educational exchange activities. During its 14 years of operation, the VEF Fellowship Program has successfully built a bridge between Vietnam and the United States and has established a process that enables young, talented Vietnamese students to get admission to study at top U.S. universities.

Conducted by VEF Alumni who graduated from leading U.S. universities, the VEF 2.0 Program inherits and leverages the rigorous interview and selection process of VEF to support outstanding Vietnamese students in the fields of science and technology to apply to leading graduate schools in the United States.

-        Job purpose: The Program Assistant (PA) is in charge of supporting all activities related to the VEF 2.0 Program as well as activities related to the VEF Alumni, all of which are known as VEF community.

-        Reporting line: Reporting to the Director of the VEF 2.0 Program

-        Type of employment: Full-time contract

-        Location and working hours: Hanoi. Flexible time with work-from-home (WFH) allowed

-      Salary: Starting from 11-15 million VND (gross), depending on qualifications and experience, with annual review and promotion based on performance

-        Deadline for this position: April 25, 2022 or until filled

HOW TO APPLY: Please send an email (cover letter) with your CV attached to the email address: [email protected]. Please note that only shortlisted candidates will be contacted via email or phone

Specific duties and responsibilities:

1. Act as the key contact point of the program to coordinate all aspects of the VEF 2.0 Program. Update and maintain the database of VEF 2.0 Fellows and VEF Alumni, contacting them as needed.
2. Archive all of the documents and information related to the program.
3. Assist the Director in all activities related to the program:
1. Arrange and assure the high quality of all logistics, scheduling, agendas, and documentation for the program;
2. Create, maintain, revise, and update announcements, documents, forms, and records for the program. Work with the IT contact to create and maintain related online forms;
3. Help with the details of organizing major events, such as the Pre-Departure Orientation (PDO), the VEF Alumni Meeting in Vietnam
4. Respond to inquiries from applicants and stakeholders for the program. On a daily basis, check and respond to the assigned public email account, e.g. ([email protected]);
5. Be in charge of: (1) screening applications; (2) scheduling interviews; (4) organizing application advising session; (5) assisting with details related to the U.S. university application process; (6) submitting the online letters of recommendation on behalf of the interviewers (7) checking admission results
6. Translates VEF 2.0 program announcements, press releases, and other documents from English into Vietnamese and vice versa;
7. Assists with outreach activities to promote the VEF 2.0 Program image and reputation.
4. Assure that his/her own written documents and materials are timely, well-edited, and of high quality;
5. Keep all internal information on VEF Programs and VEF Program participants strictly confidential;
6. Contribute to the development of the VEF 2.0 Program by providing insights and enhancements and initiating concepts and change for improvement;
7. Demonstrate commitment to the mission of VEF 2.0 Program mission and promote its image and reputation.
8. Demonstrate a positive, supportive, and professional attitude.

Qualifications and requirements:

1. Vietnamese national with work experience in an international development organization, non-profit agency, Vietnamese university, international education organization, or private international company. Work experience in the education sector is preferred. A minimum of 2-3 years of work experience is preferred;
2. A minimum of a Bachelor’s degree;
3. Demonstrable understanding and knowledge of the Vietnamese and U.S. systems of higher education. Knowledge of resources for science and technology is preferred;
4. Excellent computer skills with MS Office and ability to do Internet research;
5. Ability to manage logistics and details of several major projects at once;
6. Experience in working with diverse populations and ability to communicate well in cross-cultural situations;
7. Fluency in English (listening, speaking, reading, and writing);
8. Excellent organizational skills;
9. Strong interpersonal, oral, and written communications skills;
10. Ability to work flexible evening hours as interviews and some activities may happen at evening time due to the Vietnam-US time zone difference
11. Ability and availability to travel in-country.