Participant Advisor, Train USA (DC)

Job Type

Full Time




233 Broadway
Suite 2120
New York
New York
United States


Position Summary:

Under the direction of a Program Manager, the Participant Advisor supports international students and young professional participants with application processing, customer service and program support efforts for Train USA’s 4300 Intern and Trainee participants annually. The Participant Advisor will collaborate in the assessment of applications of participants pursuing training opportunities at U.S. companies, programs which are overseen by two Program Managers.

Essential Duties and Responsibilities:

- Program Support -

  • Assists with processing approximately 700-800 participant applications for J-1 Visa sponsorship under the guidance of a Program Manager:
  • Reviews participant application materials and documents for eligibility in line with federal regulation and company policy for final decision by the Program Manager
  • Answers program inquiries via phone/ e-mail re: our application process, program services and eligibility
  • Conducts telephone interviews with applicants to assess English and eligibility for program
  • Responsible for sending invoices and tracking payments
  • Prioritizes tasks with attention to deadlines and customer expectations in a high-volume, time-sensitive and client-focused environment
  • Support department operations including, but not limited to updating participant records, analyzing program feedback via evaluations, sending reminders to participants
  • Collaborates on miscellaneous projects as part of a team (For Example: composing external communication pieces, developing participant resources, co-hosting participant events, etc.)

- Client Relationship Management -

  • Educates clients, participants on the J-1 visa regulations and purpose of Exchange Visitor Program
  • Communicates program policies and expectations effectively to external stakeholders including applicants, U.S. companies, and immigration attorneys to ensure a seamless process and customer experience
  • Assists Program Manager in participant reporting deadlines and keeps Program Manager abreast of customer feedback and trends.
  • Supports participants during their programs in the U.S. by providing instructions and resources related to immigration and topics related to working in the U.S. such as obtaining a Social Security Number or health insurance
  • Supports departmental efforts to recruit new participants through lead cultivation and tracking, phone consultations, data collection and reporting;
  • Utilizes knowledge of participant trends and feedback to creatively promote Cultural Vistas’ programs, additional services or offerings
  • Escalates incidents or problems reported by participants or hosts to Program Officer as needed

- Professional Development -

  • Develops and maintains an advanced knowledge of J-1 visa regulations and Cultural Vistas policies, and their applications
  • Develops and maintains industry knowledge by seeking out educational workshops, classes and related publications
  • Takes proactive approach to improve business functions and workflow within department
  • Works in accordance with the mission, goals, values and strategic direction of Cultural Vistas

Skills and Abilities Required:

  • Must possess extraordinary attention to detail for records and compliance responsibilities including internal policies and standard operating procedures
  • Strong ability to communicate effectively within a multi-cultural environment and with people from diverse cultures and countries
  • Ability to provide excellent customer service for both internal and external customers
  • Ability to multi-task, to prioritize workload, to organize, and make decisions in a deadline sensitive environment
  • Demonstrated ability to anticipate outcomes and problem solve
  • Analytical skills, good judgment and critical thinking skills
  • Demonstrated ability to maintain proactive, flexible, inventive approach
  • Possess commitment to professionalism and communication
  • Ability to exhibit a collegial attitude and excel within a collaborative team working environment
  • Strong personal commitment to continual professional development
  • Interest in and commitment to the mission of Cultural Vistas Vistas in the field of international/cultural exchange
  • Foreign language skills a plus

Computer Equipment and Software Experience Required:

  • Must be proficient in Microsoft Suite products. Prior CRM experience a plus.

Education and Experience Required:

  • Education: Bachelors degree required.
  • Years of Experience: Minimum of 1 -2 years of admissions, customer service, administrative, client relations management or program management experience required. Prior international and/or educational experience strongly preferred.

Physical Demands of Position:

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


  • Flexible Work Arrangement Schedules (35 Hour Work-Weeks)
  • 20 PTO Days for First 1-3 Years (Increases After)
  • 6 Sick Days
  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • FSA (Flexible Spending Account)
  • Life Insurance
  • Long-term Disability Insurance
  • 403(b) Retirement Savings Plan
  • TransitChek Commuter Benefits
  • Student Loan repayment program

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

Please apply using this link.