Program Specialist, Train USA (NY)

Job Type

Full Time




233 Broadway
Suite 2120
New York
New York
United States


Under the supervision of the Program Manager, the Program Specialist supports professional exchanges between U.S. host companies and international students and young professionals for Train USA’s 4300 Intern and Trainee programs annually. The Program Specialist educates external stakeholders regarding Cultural Vistas’ programs and services and the mission of the J-1 Exchange Visitor Program; evaluates exchange visitor applications for admission to Train USA; manages client relationships; and provides hosts and participants support throughout their programs. The Program Specialist serves as an Alternate Responsible Officer (ARO) for DHS’s SEVIS database.

Essential Duties and Responsibilities:

- Program Management -

  • Manages the application process and provides guidance and support for host companies and approximately 350-400 participants:
  • Evaluates visa sponsorship applications to determine compliance with J-1 visa regulations, as well as internal Cultural Vistas policies
  • Ensures that the program provide robust and meaningful training opportunities in line with the participants educational and professional experience
  • Assists host companies in the development of training programs by synthesizing information and succinctly expressing the goals and objectives of the program in a training plan
  • Serves as an Alternate Responsible Officer (ARO) for U.S. government database (SEVIS) to issue visa sponsorship documents and update and maintain participant records
  • Monitors SEVIS deadlines and reports, as well as participant arrival information
  • Prioritizes tasks with attention to deadlines and customer expectations in a high-volume, time-sensitive and client-focused environment
  • In consultation with supervisor, arbitrates issues between participants and host companies
  • Collaborates 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.)
  • Responsible for sending invoices and tracking payments.
  • Stays abreast of expected departmental growth/decline in program numbers, as well as budget projections
  • Monitors SEVIS deadlines and collaborates with supervisor to ensure accurate records;

- Client Relationship Management -

  • Responsible for managing and growing a client portfolio of host companies from across the U.S., ranging in size, industry and sensitivity;
  • Educates companies, participants, partners and attorneys on the J-1 visa regulations, purpose of Exchange Visitor Program, and CV application process and sponsorship services;
  • Maintains regular communication with host companies, participants, immigration attorneys and Cultural Vistas partners including regular check-ins via phone, email, and in-person to ensure high quality and consistent customer service
  • Utilizes knowledge of client portfolio to develop and implement plan to proactively cultivate new opportunities with clients; expand participation across Cultural Vistas programs; and creatively promote additional services or offerings
  • Articulates our organizational programs and promotes the benefits of the J-1 intern/ trainee program as well as other Cultural Vistas programs to diverse audiences through professional presentations;
  • Supports departmental efforts to recruit new opportunities/programs through lead cultivation and tracking, proactive outreach, phone consultations and meetings, research, data collection and reporting;
  • May periodically conduct local site visits to ensure companies meet program requirements, participants are having a positive experience and to promote Cultural Vistas services

- Professional Development -

  • Develops and maintains an advanced knowledge of J-1 visa regulations application requirements and CULTURAL VISTAS policies in order to properly represent Cultural Vistas throughout the process and at events
  • Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications
  • Takes a proactive approach to improve business functions and workflow within department
  • Works in accordance with and in support of the mission, goals, values and strategic direction of Cultural Vistas

Skills and Abilities Required:

  • Strong critical thinking skills, problem-solving skills, analytical thinking and presentation skills;
  • Ability to comfortably and confidently represent organization in a professional manner in meetings, events, presentations and calls with various stakeholders;
  • Effectively communicates, both verbally and in writing, with supervisors, colleagues, external stakeholders and people of diverse backgrounds
  • High level of concern for providing exceptional customer service
  • Ability to multi-task, to prioritize workload, to organize, and to make decisions in a deadline sensitive environment
  • Must possess extraordinary attention to detail for records and compliance responsibilities including internal policies and standard operating procedures
  • Demonstrated ability to anticipate outcomes and problem solve
  • Demonstrated ability to maintain proactive, flexible, inventive approach
  • 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 cultural exchange and the mission of Cultural Vistas
  • Foreign language skills a plus

Computer Equipment and Software Experience Required:

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

Education and Experience Required:

  • Education: Bachelor’s degree required, Master’s degree a plus.
  • Years of Experience: Minimum of 3 years of previous client relations management, customer service, account management and program management experience required. Prior international and/or educational experience strongly preferred.

Physical Demands of Position:

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


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

Professional Level


Minimum Education Required

4-year degree

How To Apply

Please apply using this link.