Program Associate

Posting Date: 8/12/2019
Organization: Food Export Association of the Midwest USA
Contact: Recruitment
Location: Chicago, IL 60606
Description: Salary: Based upon Experience
Type: Full Time, Non-Exempt
Categories: International Business and Marketing; Food and Agricultural Exports; Customer Service; bookkeeping; analysis and reporting; event coordination
Reports to: Branded Program Manager

Job Description

Under the direction of the Branded Program Manager, supports both the International Marketing and Branded Programs with a variety of administrative aspects. Duties include, but are not limited to contract compliance, budget and spending tracking, processing of claims/invoices/expense reports, evaluation collection, procedure writing, and data compilation and reporting. Working across both programs provides a unique opportunity to contribute to all aspects of Food Export and will require prioritization of daily tasks and work load to ensure accurate and timely completion of duties. Individual maintains a positive work atmosphere by performing and communicating in a manner that gets along with members, clients, co‐workers and supervisors.

Key Results Areas:

Assisting in the administration of the Branded Program may include (but is not limited to):

  • Primarily responsible for review and initial approval of all reimbursement submissions from companies; follows up with companies on outstanding claim items and ensures that all reimbursements are complete and accurate.
  • Implements already approved steps to minimize/ prevent any fraudulent activity while reviewing reimbursements
  • Assists Manager with following up on any outstanding and past due Branded receivables
  • Updates program spending tracking log on a regular basis
  • Interviews companies to get success stories and participates in establishing and implementing of plans for improving success stories collection
  • Responsible for assisting with collection of program evaluations and tabulation of evaluation data with direction from the Manager
  • Ensures that procedures for program operations are maintained and kept current throughout the year
  • Maintains digital and paper files for all documentation of each participant’s activities in the Branded Program
  • Runs various Branded program reports as required by Manager, Deputy Director, and Executive Director
  • Disseminates notices to program participants with direction from the Program Manager
  • As needed, under direction of the Branded Manager, handles other administration responsibilities of Branded Program
Assisting in the administration of the International Marketing Program may include (but is not
limited to):
  • Provide support for annual, seasonal, monthly and daily/ongoing tasks, including well‐maintained files
  • Assist with the processing of invoices and expense reports, etc. in accordance with Food Export’s program policy.
  • Assists with annual compilation of Country Progress Report data and Unified Export Strategy Application support
  • Assists with the coordination on the evaluation process: including preparation, dissemination, collection and tabulation of participant evaluations.
  • Maintains accurate and updated company data from International Marketing Program participant registrations
  • Ensures that procedures for program operations are maintained and kept current throughout the year
  • Generates reports regarding company participation, evaluation, budgeting and related data for the Generic Program Manager.
  • Undertakes special projects as requested


  • Four year college degree in a related field.
Work Experience (highly preferred):
  • 2+ years of work experience in a related field, such as grant administration, nonprofit program coordination, event coordination, international marketing, marketing administration, customer service, international trade, food, or agriculture.
Core Competencies:
  • General knowledge of office procedures, telephone and office reception, office machines; business courtesy and protocol, especially of private sector business practices and the role of a trade association. An ability to follow detailed regulations of a federal marketing program and apply those regulations in day‐to‐day context. Must be able to develop a detailed understanding of rules and regulations of the Program, and how regulations apply to private company participants in that program. Additionally, the candidate should possess excellent record‐keeping skills combined with a strong business acumen to analyze documents and records. The position requires: considerable attention to detail, accuracy, extremely strong organizational skills and initiative. Strong interpersonal communication and interaction skills in person and on the telephone. Ability to compose general business‐level correspondence. Ability to interact favorably
    with other staff, government and industry officials. Requires at least one year’s experience with current versions of Microsoft Office, including Word, Excel, PowerPoint, and Outlook. Requires knowledge and understanding of accounting and accounting procedures; Strong organization and administrative skills; requires ability to operate a computer. Must be able to prepare oral and written reports in a professional and concise manner, and be able to communicate effectively.
Physical Demands/Work Environment:
  • Work is performed in a standard office environment. This position requires light duty physical work, conducting general office duties, participation in trade shows, and market promotions, Requirements include carrying multiple files and printed materials.
  • Out‐of‐office travel to domestic and international locations is less than 25%.

How To Apply

  • Interested individuals should submit a letter of interest, resume, salary history and references, in confidence, to:
  • We offer an excellent benefits package
  • Must be authorized to work in the United States
  • Financial assistance for relocation is not budgeted for this position
Food Export – Midwest is an equal opportunity employer.

Employer Information
Food Export – Midwest is a private, non‐profit trade association of Midwest state agricultural promotion agencies. Our mission is the development and expansion of international markets for U.S. food and value‐added agricultural products. We participate in the Market Access Program (MAP) of the Foreign Agricultural Service of USDA.

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