Junior Alumni Records Specialist

2 weeks ago

Washington, United States Delaware Nation Industries Full time
Overview

The Office of Alumni Affairs of the Bureau of Educational and Cultural Affairs (ECA/P/A) provides resources to sustain engagement through support to U.S. Missions worldwide and outreach to almost 2 million exchange alumni in the U.S. and abroad. Our work strengthens USG alumni identity, expands networks that benefit both Americans and international participants, and supports U.S. foreign policy objectives by maintaining relationships with this large and diverse group of influential people with firsthand knowledge of the United States. The office also manages the Exchange Alumni website (exchangealumni.state.gov), a global online community for alumni of U.S. government-sponsored exchanges programs.

  • To provide contract support to ECA/P/A, the Junior Alumni Records Specialist will provide critical support in the daily administration and reporting of global alumni programs and participants as well as training end users, especially as it relates to the Alumni Contact Engagement System (ACES) and Alumni Portal systems. The Junior Program Specialist will provide data analysis, records management, and research with regard to alumni participant records and data. They support the Database Manager and the Alumni Records Specialist for updating and editing alumni records.
Responsibilities
  • Deliver virtual and in-person training on both the ACES platform and Alumni portal for relevant internal and external shareholders.
  • Assist in designing training materials and lesson plans for training on both ACES and Alumni Portal.
  • Liaise with both internal and external shareholders to manage ACES and Alumni Portal training schedules and logistics for in-person training.
  • Compile and maintain training records and training wait lists for both the ACES and Alumni Portal platforms.
  • Administer end of training surveys and analyze results to identify training improvements and enhancements for the ACES and Alumni Portal platforms.
  • Track, verify, and update prominent alumni records.
  • Respond to inquiries about individual or thematic alumni records, and compile reports.
  • Communicate with overseas and domestic users, and provide customer support as needed.
  • Upload bulk data templates into the Alumni database - Alumni Contact Engagement System or ACES.
  • Merge duplicate records in the Alumni database Alumni Contact Engagement System or ACES.
  • Track ACES programs, years, and POCs.
  • Compare statistics from various sources and assist the ACES Database Manager with identifying data gaps and scheduling data requests.
  • Assist the ACES Database Manager with a semi annual review of ACES user accounts.
  • Update user accounts that have changed post of assignment or office.
  • Participate in user training sessions and customer support.
  • Respond to inquiries from alumni through the public inbox for the alumni.state.gov website (and the Alumni Portal which will replace it)
  • Support the registration process for the Alumni website.
  • Use databases to compile mailing lists.
Qualifications
  • A Bachelor's degree.
  • At least two full years of specialized experience which provided the particular knowledge, skills, and abilities to perform the responsibilities of the position outlined above.
  • Basic familiarity with U.S. foreign policy and international educational and cultural exchanges.
  • Excellent computer skills, with proven experience in or the ability to learn the following applications:
    • MS Office (Access, Excel, Outlook, PowerPoint, Word)
    • Adobe Creative Suite
    • Email marketing tools
    • Salesforce
    • Other database software
  • Demonstrated skills or knowledge of global internet access and research capabilities.
  • Strong critical thinking and analytical skills.
  • Strong written and oral communication skills.
  • Strong research, presentation, and creative skills.
  • Ability to multitask, prioritize and deliver high-quality, accurate work within targeted deadlines;
  • Ability to successfully work as a team to accomplish all tasks; and
  • Ability to obtain and maintain a security clearance at the Secret level.

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