View Vacancy – Marshall Scholarship Administrative Assistant

Main purpose of job

The British Government’s Consulate in San Francisco has an exciting opportunity for a multi-skilled person to join the Marshall Scholarship team as the Marshall Scholarship Administrative Assistant. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US, helping to deliver and organize the British Government’s flagship scholarship programme and to make a real difference.

In this role you would be working in a diverse international environment to support UK diplomats, armed forces personnel and other country based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.

This is a chance to directly contribute to the way in which both Governments collaborate and negotiate on the selection process for the Marshall Scholarship, the British Government’s flagship scholarship programme enabling high achieving American undergraduates to pursue graduate study in the UK. This person will serve as the main contact point for the consulate’s selection process, handling online applications, processing applications and disseminating them to the Marshall Scholarship Selection Committee. Working with the Head of the Press and Public Affairs Office as well as the Consul General, this role will help organise meetings of the selection committee (including the two-day interview rounds) and advise interviewees on travel and accommodation policies. They will also participate in the promotion of the consulate’s winners, drawing up media contact lists and drafting press releases in addition to preparing required documentation for the winners.

The ideal candidate will be someone who is a team player, a clear and effective communicator, with strong attention to detail and an ability to handle multiple tasks at once. Previous experience working on scholarship applications is a plus.

Roles and responsibilities:

• Serve as the main contact point for enquiries about the Marshall Scholarships;
• Handle online applications received for scholarships through the Embark online system, which includes organising and processing applications and then disseminating them to the Marshall Scholarship Selection Committee (this work can include chasing documentation, verifying eligibility requirements;
• Liaise with members of the Selection Committee on administrative details, providing administrative support when required;
• Attend the first Committee meeting in October that draws up the list of candidates selected for interview*;
• Contact the selected interviewees, schedule interviews, and draw up and distribute the interview schedule;
• Advise interviewees on travel and accommodation policy and process expense claims for interviewees and Committee members*;
• Participate in the two days of the interviews in November – welcome interviewees, respond to enquiries, process expenses claims, medical documentation, etc.;
• Attend (if required) the Committee’s meeting to determine the selected winners and reserves;
• Prepare required documentation to announce the winners including letters of congratulation and notification;
• Draw up a media contact list for the winners and draft press releases;

• Proficiency in Microsoft Excel, Word.
• Highly Organised and Detail-Oriented
• Ability to adjust to rapidly-changing environment
• Previous experience managing a budget
• Good writing and communication skills
• Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents, A and NATO visa holders with EAD cards, and L2 visa holders with an up-to-date I-94 form.