Marshall Scholarship Administrative Assistant - British Consulate-General Los Angeles

Main purpose of job:

The British Government’s Consulate in Los Angeles has an exciting opportunity for a dynamic person to join the Political, Press, & Public Affairs Team (PPPA) Marshall Scholarship Administrative Assistant. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US on the Southwest Coast of the USA, helping to deliver the UK Government’s flagship scholarship programme, and to make a real difference.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme. It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.

In this role you would be working in a diverse international environment to support UK diplomats, 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 Political, Press and Public Affairs Office as well as the Deputy Consul General, this role will help organise meetings of the selection committee (including the two-day interview rounds) and advise interviewees on pertinent 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, etc.).
• Liaise with members of the Committee on administrative details, providing administrative support when required, including scheduling and attending Committee meetings.
• 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.

Essential qualifications, skills and experience

• Proficiency in Microsoft Excel, Word.
• Highly organised and detail oriented.
• Ability to adjust to rapidly changing environment.
• Previous experience managing a budget.
• Excellent team-working and interpersonal skills, including stakeholder management.
• Excellent written and verbal communication skills.
• Legal status to live and work in the US in your own right, at time of application.

Please note: 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.

You may refer to our website for additional information: https://www.gov.uk/guidance/living-in-the-usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work.

Desirable qualifications, skills and experience

• Previous work experience in an admin role.
• Previous experience in communications/media.
• Experience working with universities or educational institutions.

Other benefits and conditions of employment

The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communicating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.

Working patterns

This role is 20 hours a week over a duration of 12 weeks, with ability to accommodate a varied working pattern outside of mandatory Committee engagement (e.g. interview days).

The British Embassy and its US Network embraces hybrid working, allowing its staff to typically work from home up to 2 times a week. We are an organization that also recognises the critical value of teamwork, and we embrace and endorse collaboration by ensuring that all staff attend the office flexibly yet regularly.

Additional information

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Employees who are not liable to pay local income tax on their Mission salary, e.g. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Internal candidates must inform their supervisor before they apply to a different position.

Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive; we cannot guarantee consideration of your application if the submission instructions are not properly followed.

The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.

The FCDO operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.

Job Category

Foreign, Commonwealth and Development Office (Programme Roles)

Job Subcategory

Communications, Press and Media

Required behaviours

Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together

Application deadline

8 August 2024

Grade

Administrative Officer (AO)

Type of Position

Part-Time, Temporary, Fixed Term

Working hours per week

20

Duration of Post

3 months

Region

Americas, Caribbean & Overseas Territories

Country/Territory

United States

Location (City)

Los Angeles

Type of Post

British Consulate General

Number of vacancies

1

Salary Currency

USD

Salary

$24.51 per hour

Start Date

30 September 2024