Exchange Visitor Support Manager

Job Details

Key Responsibilities

Program Leadership & Team Management

Lead, coach, and supervise a team of five program staff responsible for Intern, Trainee, and Teacher program operations.
Establish team priorities, performance goals, and accountability measures aligned with organizational objectives.
Provide ongoing training, mentoring, and professional development to ensure high performance and regulatory competency.
Monitor workloads and allocate resources to ensure timely and accurate processing of program activities.
Foster a collaborative, service-oriented team culture focused on continuous improvement and participant satisfaction.

Exchange Program Operations (ARO Duties)

Serve as Alternate Responsible Officer (ARO) in accordance with Department of State regulations.
Oversee the end-to-end intake and vetting process for exchange visitor applications, ensuring eligibility, completeness, and compliance.
Review and approve program documentation, including DS-2019 issuance readiness, training plans (DS-7002), and supporting materials.
Ensure adherence to sponsor obligations, including participant orientation, monitoring, and program oversight.
Maintain accurate participant records in SEVIS and internal systems in compliance with regulatory requirements.

Compliance & Regulatory Oversight

Ensure full compliance with all federal regulations governing J-1 Intern, Trainee, and Teacher programs.
Monitor program activities to ensure adherence to health, safety, welfare, and programmatic requirements.
Identify compliance risks and implement corrective actions proactively.
Support internal and external audits, site visits, and Department of State reviews.
Maintain current knowledge of regulatory updates and integrate changes into program policies and procedures.

Participant Support & Stakeholder Engagement

Oversee participant support processes, ensuring timely and effective issue resolution throughout the program lifecycle.
Serve as an escalation point for complex participant, host organization, or partner issues.
Collaborate with host organizations, partners, and stakeholders to ensure program quality and compliance.
Ensure clear communication of program rules, expectations, and responsibilities to all stakeholders.

Programmatic Reporting & Data Management

Develop and deliver regular programmatic reports on program performance, compliance, and participant outcomes.
Track key metrics related to intake, processing timelines, participant demographics, and program success.
Analyze data to identify trends, gaps, and opportunities for program improvement.
Ensure accurate and timely submission of required regulatory and organizational reports.

Process Improvement & Strategic Initiatives

Evaluate existing program processes and identify efficiencies, automation opportunities, and quality improvements.
Lead initiatives to enhance participant experience and operational effectiveness.
Contribute to strategic planning and program growth initiatives.
Develop and document standard operating procedures to ensure consistency and scalability.

Qualifications

Required

Bachelor’s degree in International Affairs, Public Administration, Education, or related field.
7+ years of experience managing J-1 exchange programs or similar regulated programs.
Experience serving as or working closely with a Responsible Officer (RO) or Alternate Responsible Officer (ARO).
Demonstrated experience leading and managing teams.
Strong knowledge of Department of State regulations for Intern, Trainee, and Teacher programs.
Experience with SEVIS and exchange program compliance requirements.

Preferred:

Master’s degree in a related field.
Experience overseeing multi-program portfolios within J-1 exchange visitor programs.
Background in program evaluation, data analysis, or reporting.

Key Competencies