Exchange Visitor Program Client Success Associate at Southwestern Companies

ABOUT THE COMPANY

Global Educational Concepts (GEC) helps international students and professionals travel to the U.S. each year to participate in a variety of cultural exchange programs. Our short-term exchange programs encourage and support public diplomacy through people to people relationships that promote peace and mutual understanding. GEC participants work and train across the U.S., gaining new skills and experiencing American culture while also sharing their culture with us. Our programs are governed by the U.S. Department of State, supporting and building upon their mission of public diplomacy and mutual understanding between nations, one exchange student at a time. Through these life changing experiences, we build the bridge between different countries, cultures, and people, striving every day to make a difference in the world.

JOB SUMMARY

The Exchange Visitor Client Success Associate supports the Professional Career Training (PCT) department, which administers the Intern and Trainee Exchange Visitor Programs. This position serves as a key relationship-support and coordination function for host organizations, training sites, international partner agencies, and academic partners, with a strong focus on vetting, promotion, onboarding, and placement readiness. The Exchange Visitor Client Success Associate works closely with the Client Success Specialist(s) and Sales and Business Development team to assist with supporting new host organizations, international agency, and university partnerships, while also supporting existing partners throughout the program lifecycle. The Exchange Visitor Program Client Success Associate assists with addressing host organization inquiries, concerns, and requests to maintain and grow client relationships. This position focuses on relationship support, readiness, and coordination, but does not carry direct sales quotas, contract ownership, or revenue responsibility. This position reports to the Executive Vice President or designated PCT department leader and provides excellent service to internal team members and external partners while supporting the organization’s mission and values.

JOB DUTIES AND RESPONSIBILITIES

• Support J-1 program compliance with federal visa regulations
• Support the vetting of host organizations and training sites in accordance with internal policies and Department of State regulations

• Review and verify host employer documentation, including business information, training capacity, supervision structure, and required attestations
• Assist with reviewing employer provided information related to wage and hour requirements

• Support host employer onboarding activities, including orientation sessions, program briefings, and documentation completion

• Maintain accurate host employer vetting and onboarding records in internal systems

• Support the vetting and onboarding process for foreign partner agencies and universities by coordinating documentation, onboarding activities, and readiness checks, in accordance with internal policies and under leadership oversight

• Assist with onboarding new partner agencies and academic partners, including documentation collection, program orientation, and process alignment

• Coordinate with internal teams to confirm partner readiness prior to participant placement
• Assist with addressing partner and host organization inquiries, concerns, and requests to maintain and grow lasting client relationships

• Assist Sales and Business Development teams with onboarding, readiness, and follow-up activities for new host, agency, and university partnerships

• Support the identification, development, and establishment of new host employer relationships and recruitment partnerships or territories

• Work closely with Participant Success team to align host employer and partner readiness with participant onboarding and arrival timelines

• Coordinate with foreign partner agencies and universities to support placement readiness, documentation alignment, and host–participant matching

• Assist with placement logistics and coordination efforts to support smooth transitions from recruitment to active participation
• Offer account support to MyGEC portal users
• Assist with participant position preparation materials
• Assist in Training Plan creation
• Verify Supervisor Information accuracy and follow-up for training plan signatures as needed
• Maintain accurate client records and databases

• Provide operational and programmatic input to Sales and Business Development regarding partner readiness, capacity, and placement feasibility
• Respond to host employer questions and help coordinate resolution of issues
• Coordinate with host HR leaders and department supervisors

• Support coordination with independent contractors (ICs), if utilized, related to vetting, onboarding, and partner support activities

• Serve as an Alternate Responsible Officer (ARO), as designated, for the Intern and Trainee Exchange Visitor Programs

• Perform SEVIS actions and compliance-related functions related to host employers, training sites, and placement readiness under RO oversight

• Support employment verification, training site confirmation, and documentation required for participant onboarding and SEVIS processing

• Identify potential host- or partner-related compliance or operational concerns and escalate appropriately in accordance with internal procedures

• Maintain accurate host and partner records, agreements, and placement-related documentation

• Support the Participant Success team during internal management reviews, audits, and compliance assessments, as needed, including preparation of host- and partner-related documentation, placement records, and supporting materials

• Support outreach, informational sessions, webinars, and engagement activities related to PCT partnerships and placements

• Assist with preparation of materials and presentations for partner meetings, events, and outreach activities

• Prepare reports and summaries related to partner engagement, onboarding, placement coordination, outreach efforts, and management reviews as requested

• Support the Business Growth team with prospective host employer outreach by inviting new employers to begin the registering, documentation, and vetting process

• Run quarterly campaigns to gather Cultural Activity pictures and impact stories

• Perform other duties as assigned

REQUIRED QUALIFICATIONS

• Bachelor’s Degree in Marketing, Business Administration, Organizational Communications, Operations, Education, Global Studies, Student Personnel Services, Student Affairs or related field

• 2 years of experience in customer service

• Proficient in Microsoft Office

• Basic understanding of the U.S. Cultural Exchange program purpose and rules

• Basic understanding of U.S. Education systems

• Willingness and aptitude for acquiring new knowledge and skills

• Ability to accurately follow instructions and complete tasks with precision

• Adherence to ethical standards and professional behavior in a workplace setting

• The ability to adjust to new tasks and responsibilities

• A desire to learn and explore new ideas

• Ability to find information and resources to support their work

• Ability to work on multiple projects simultaneously while accomplishing daily tasks

• Effective oral and written communication skills and excellent interpersonal skills

• Attention to detail and critical thinker with exceptional problem-solving skills

• High standards for integrity, honesty, professionalism, and work ethic

• Commitment to service excellence

• Ability to work independently while demonstrating excellent organization and follow through

• Demonstrate flexible and efficient time management and ability to prioritize workload

• Ability and willingness to move with purpose and a strong sense of urgency

• Self-motivated, positive, and enthusiastic

• A desire to seek and explore new initiatives in pursuit of program objectives

• Self-starter with a strong desire to exceed expectations and capable of supporting a team

• Maintain confidentiality discretion

• Ability to effectively work in collaboration with others to achieve business objectives

• Willing to grow and be challenged

• Attend training as requested