Seminar Manager, Robert Bosch Foundation

 Position: Seminar Manager, Robert Bosch Foundation Fellowship Reports To: Location: Director, European Office Berlin, Germany Position Summary: Essential Duties and Responsibilities: Classification: Temporary (one-­‐year contract), project-­‐based position on part-­‐time basis (40% of fulltime; irregular distribution of hours throughout the year) Dates: June 1, 2015 – May 31, 2016 The position of Seminar Manager, Robert Bosch Fellowship will, under minimal supervision, develop seminar content and lead seminars, manage contact to high-­‐level speakers on behalf of the fellowship, and support U.S. fellows in their cultural and professional adjustment in Germany. The position is project-­‐based, for a fixed term of one year. Managers at Cultural Vistas facilitate the operations of a program/department through compliance, team work, knowledge sharing, and continuous client interaction. Program Management Conceiving and Organizing High-­‐Level Seminars • With minimal supervision, conceives, organizes, confirms speakers for, books spaces for, arranges all logistics for, leads, and evaluates three high-­‐level seminars per program year. The inclusion of high-­‐level decision makers from politics, business, and other relevant organizations is of primary importance in imparting and deepening fellows’ understanding of national and regional issues during the seminars. Up to 30 total seminar days will be organized and led over these three seminars. Seminars will include meetings with high-­‐level guest speakers, site visits, the pre-­‐seminar distribution of topical “readers” to fellows, and the production of a post-­‐seminar report submitted to the Robert Bosch Foundation. • Contributes ideas for thematic seminar content, coordinates invitations to and participation of high-­‐level government and business speakers, utilizes professional network of contacts, and fosters relationships with high-­‐level contacts for future sustenance of program seminars, in close consultation with the Robert Bosch Foundation and the Senior Advisor to the Robert Bosch Foundation Fellowship program. Welcoming Fellows to Germany and Serving as Point of Contact throughout Program • Advises fellows during their settling-­‐in period in Berlin (language course phase) • Provides practical information on getting established in Germany • Conducts a workshop during the first two weeks of the program to cover essential topics with fellows, provides handouts / handbook on the above-­‐listed topics, and provides follow-­‐up with fellows arriving later in the program to ensure support • Provides a point of contact for fellows (Cultural Vistas’ European Office in Berlin) during business hours to discuss any matters related to their program participation • Provides contact number for fellows in case of medical emergencies or other urgent situations outside of regular business hours of the Robert Bosch Foundation and Cultural Vistas • Organizing Networking and Language-­‐Enhancing Stammtisch Client Relationship Management • With minimal supervision, utilizes existing professional networks and cultivates new contacts for future seminar participation and fellow support • Proactively engages participants, including regular check-­‐ins via phone, e-­‐mail, and in-­‐person • Maintains regular communication with Robert Bosch Foundation, fellows, and Bosch Fellowship staff in •
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Cultural Vistas’ New York office to ensure seamless program experience for fellows Ensures high quality and consistent customer service to all parties General Administration Carries out administrative tasks such as spreadsheet maintenance, research, emails, phone calls, data entry, financial reporting, and other tasks necessary for the implementation of the items listed under “Program Management” above Adheres to the allowable expense standards of the Robert Bosch Foundation Assists European Office Director with special projects and additional tasks, as necessary Occasionally assigns tasks to and oversees progress of Cultural Vistas’ seasonal intern Professional Development Develops and maintains industry knowledge by seeking out educational workshops, classes, and related publications Supports ongoing communication to all appropriate staff as it pertains to initiatives and new and existing business Takes a proactive approach to improve business functions and workflow within department Works in accordance with the mission, goals, values, and strategic direction of Cultural Vistas •
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Skills and Abilities Required: •
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Previous experience managing or implementing international exchange programs for young professionals and students Pro-­‐active and takes initiative in outreach to high-­‐level speakers and seminar contributors Strong understanding of program management, project implementation and working within the constraints of a budget Thorough understanding of differences between U.S. and German business cultures Ability to effectively communicate cultural differences to U.S. fellows and relate to their challenges Sensitivity to needs of fellows and offering appropriate level of support Solution-­‐oriented approach to unexpected issues Strong leadership qualities, proactive and collaborative with the ability to serve as an effective role-­‐
model Demonstrated ability to multi-­‐task, prioritize workload, remain organized, and make decisions in a fast-­‐ paced, deadline sensitive environment Strong critical-­‐thinking skills, problem-­‐solving skills, and analytical thinking Ability to effectively handle ambiguity by creating focus and direction for oneself Ability to work efficiently with minimal oversight while providing guidance and support to others Effective communication, both verbal and in writing, with supervisors, colleagues, external stakeholders and people of all backgrounds Ability to seek and use input from peers when necessary before making decisions Commitment to professionalism and professional development Ability to comfortably and confidently represent Cultural Vistas i.e. public speaking High level of concern for providing exceptional customer service Advanced working proficiency in English and German Interest in and commitment to the mission of Cultural Vistas Computer Equipment and Software Experience Required: Must be proficient in Microsoft Suite products. CRM experience and proficiency a plus. Education and Experience Required: Education: Bachelor’s degree (required) or Master’s degree (preferred) in a related field of study. Years of Experience: Minimum 3-­‐4 years of previous administrative, customer service, client relations Cultural Vistas gGmbH • Geschäftsführung: Robert Fenstermacher • Sitz der Gesellschaft: Berlin • Registergericht: Amtsgericht Charlottenburg (Berlin) • Eintragungs-Nr. HRB 150192 B
management, or program management experience in a cultural exchange, educational, or international relations environment. Additional logistical experience or event planning expertise is a plus. Must possess valid work authorization for Germany. Physical Demands of Position: Domestic travel required; international travel may be required. Work on weekends and evenings (potentially holidays) required. To Apply: Submit a résumé and cover letter in English to info@culturalvistas.eu. Due to the volume of applications received, only candidates selected for an interview will be contacted. Cultural Vistas gGmbH • Geschäftsführung: Robert Fenstermacher • Sitz der Gesellschaft: Berlin • Registergericht: Amtsgericht Charlottenburg (Berlin) • Eintragungs-Nr. HRB 150192 B