J-1 Visa Project Program Manager Jobs
Project Program Manager roles in the United States are accessible to international professionals through the J-1 visa Trainee or Research Scholar program categories, depending on your career stage and host organization. A designated sponsor organization issues your DS-2019 and arranges sponsorship, while your U.S. employer serves as the host. No lottery or annual cap applies.
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Get Access To All JobsINTRODUCTION
The WestStar Leadership Program Manager supports the planning, coordination, and execution of leadership development programs, alumni engagement initiatives, marketing efforts, and administrative operations for WestStar Leadership at the University of Tennessee at Martin. This position is responsible for managing event logistics, coordinating communications, supporting alumni relations, maintaining social media and marketing initiatives, and providing operational and administrative support to program leadership. The Program Manager works collaboratively with participants, alumni, community partners, vendors, sponsors, and university stakeholders to ensure the successful delivery of high-quality leadership programming across West Tennessee. This role requires strong organizational skills, professionalism, attention to detail, effective communication, and the ability to manage multiple projects in a fast-paced environment while maintaining compliance with university policies and procedures. Regular travel throughout West Tennessee and physical event setup responsibilities are required as part of program operations.
ROLE AND RESPONSIBILITIES
Event Planning and Program Operations:
- Coordinating event logistics including venue reservations, catering, transportation, audiovisual needs, room setup, guest accommodations, registration management, and event timelines.
- Assisting in the development and preparation of session agendas, itineraries, schedules, participant materials, and event communications as directed by the Assistant Director.
- Ensuring all event materials, supplies, technology, and participant resources are prepared, organized, and operational prior to the start of each event.
- Providing on-site operational support during all assigned events, including setup, breakdown, registration management, speaker assistance, troubleshooting, and participant support.
- Coordinating directly with speakers, committees, facilitators, vendors, sponsors, venues, and community partners regarding logistics, scheduling, contracts, and event expectations.
- Traveling throughout West Tennessee to attend planning meetings and event coordination activities.
- Driving UT Martin and/or personal vehicles for program-related travel and transportation of materials when necessary.
- Managing and monitoring all assigned contracts, vendor agreements, invoices, and event-related documentation to ensure compliance with university policies and deadlines.
- Maintaining accurate event records, attendance lists, schedules, and logistical documentation.
- Assisting with loading, unloading, transporting, lifting, carrying, assembling, and dismantling program equipment, supplies, signage, materials, and displays required for events and sessions.
- Performing physical event setup duties, including movement of tables, chairs, boxes, technology equipment, signage, hospitality items, and other event materials.
- Maintaining inventory and organization of program materials, supplies, promotional items, and event equipment.
- Ensure all pre-approval documentations are completed and approved prior to events as needed to remain in compliance with UT Martin policy.
Alumni Relations and Membership Management:
- Cultivate and maintain relationships with program alumni, fostering a strong sense of community and engagement.
- Maintaining accurate alumni databases, contact information, membership records, and communication lists.
- Coordinating alumni meetings, receptions, networking opportunities, reunions, and engagement events.
- Preparing and distributing alumni invitations, registration materials, payment information, reminders, and follow-up communications in a timely manner.
- Tracking event RSVPs, registrations, attendance records, and membership payments.
- Managing and updating alumni membership records, including annual and lifetime memberships.
- Developing, designing, editing, and distributing alumni newsletters and electronic communications.
- Managing email distribution systems, text communication platforms, and alumni communication databases to ensure accuracy and consistency.
- Gathering alumni feedback and assisting with implementation of engagement strategies and program improvements.
- Traveling throughout West Tennessee to coordinate and support alumni engagement activities and meetings.
- Preparing invoices and payment documentation related to alumni dues, sponsorships, partnerships, and vendor services.
Marketing, Communication, and Social Media:
- Assisting with development and implementation of marketing and recruitment strategies for WestStar Leadership programs and events.
- Managing and maintaining WestStar Leadership social media accounts, including Facebook, Instagram, LinkedIn, Twitter/X, and other assigned platforms.
- Creating, scheduling, and publishing social media content, promotional materials, event announcements, and engagement campaigns.
- Monitoring social media activity, engagement metrics, and audience interaction to improve communication effectiveness.
- Assisting with development and distribution of brochures, flyers, digital assets, presentations, and promotional materials in collaboration with university relations and program leadership.
- Supporting photography, video, podcast, and multimedia promotional efforts as assigned.
- Coordinating scheduling, logistics, promotion, and operational support for podcasts and media-related activities.
Administrative Support for Executive Director:
- Managing calendars, meeting schedules, appointments, and travel arrangements.
- Preparing meeting materials, presentations, reports, correspondence, agendas, and program documentation.
- Drafting, proofreading, formatting, and editing professional communications and documents.
- Serving as a point of contact for program-related communications with participants, alumni, partners, vendors, and stakeholders.
- Maintaining organized electronic and physical filing systems for program records, contracts, financial documents, donor information, and administrative materials.
- Assisting with travel documentation, reimbursements, invoice processing, and operational paperwork.
- Serving as backup support to the Budget Coordinator, including familiarity with invoices, procurement processes, contracts, travel entry, and related administrative systems.
- Maintaining confidentiality and professionalism in all communications and records management.
- Responsibilities shall include all other duties as assigned.
MINIMUM QUALIFICATIONS
- High School diploma and four years of experience in office management, event planning, or communications.
- Proven experience in event planning and management, preferably in a leadership development or educational context.
- Strong interpersonal skills with the ability to build and maintain relationships with diverse stakeholders, including program participants, alumni, and external partners.
- Excellent written and verbal communication skills, with experience in crafting compelling marketing copy and engaging social media content.
- Proficiency in project management tools and platforms, as well as Microsoft Office suite and social media management tools.
- Creative thinker with a strategic mindset and a passion for leadership development and community engagement.
PREFERRED QUALIFICATIONS
- Bachelor's degree
- Knowledge with FileMaker Pro, PerfectForms, GoogleForms, Teams, Survey Pro, MarketPlace, Virtual Platforms, and Mail Chimp.
APPLICATION PROCESS:
Applicants must apply online and attach a cover letter and resume.
APPLICATION DEADLINE:
Applicant review will begin immediately and continue until a candidate has been identified.
COMPENSATION
- Minimum hiring rate $18.13 per hour (Market Range 07) – Salary commensurate with education and experience.
INTRODUCTION
The WestStar Leadership Program Manager supports the planning, coordination, and execution of leadership development programs, alumni engagement initiatives, marketing efforts, and administrative operations for WestStar Leadership at the University of Tennessee at Martin. This position is responsible for managing event logistics, coordinating communications, supporting alumni relations, maintaining social media and marketing initiatives, and providing operational and administrative support to program leadership. The Program Manager works collaboratively with participants, alumni, community partners, vendors, sponsors, and university stakeholders to ensure the successful delivery of high-quality leadership programming across West Tennessee. This role requires strong organizational skills, professionalism, attention to detail, effective communication, and the ability to manage multiple projects in a fast-paced environment while maintaining compliance with university policies and procedures. Regular travel throughout West Tennessee and physical event setup responsibilities are required as part of program operations.
ROLE AND RESPONSIBILITIES
Event Planning and Program Operations:
- Coordinating event logistics including venue reservations, catering, transportation, audiovisual needs, room setup, guest accommodations, registration management, and event timelines.
- Assisting in the development and preparation of session agendas, itineraries, schedules, participant materials, and event communications as directed by the Assistant Director.
- Ensuring all event materials, supplies, technology, and participant resources are prepared, organized, and operational prior to the start of each event.
- Providing on-site operational support during all assigned events, including setup, breakdown, registration management, speaker assistance, troubleshooting, and participant support.
- Coordinating directly with speakers, committees, facilitators, vendors, sponsors, venues, and community partners regarding logistics, scheduling, contracts, and event expectations.
- Traveling throughout West Tennessee to attend planning meetings and event coordination activities.
- Driving UT Martin and/or personal vehicles for program-related travel and transportation of materials when necessary.
- Managing and monitoring all assigned contracts, vendor agreements, invoices, and event-related documentation to ensure compliance with university policies and deadlines.
- Maintaining accurate event records, attendance lists, schedules, and logistical documentation.
- Assisting with loading, unloading, transporting, lifting, carrying, assembling, and dismantling program equipment, supplies, signage, materials, and displays required for events and sessions.
- Performing physical event setup duties, including movement of tables, chairs, boxes, technology equipment, signage, hospitality items, and other event materials.
- Maintaining inventory and organization of program materials, supplies, promotional items, and event equipment.
- Ensure all pre-approval documentations are completed and approved prior to events as needed to remain in compliance with UT Martin policy.
Alumni Relations and Membership Management:
- Cultivate and maintain relationships with program alumni, fostering a strong sense of community and engagement.
- Maintaining accurate alumni databases, contact information, membership records, and communication lists.
- Coordinating alumni meetings, receptions, networking opportunities, reunions, and engagement events.
- Preparing and distributing alumni invitations, registration materials, payment information, reminders, and follow-up communications in a timely manner.
- Tracking event RSVPs, registrations, attendance records, and membership payments.
- Managing and updating alumni membership records, including annual and lifetime memberships.
- Developing, designing, editing, and distributing alumni newsletters and electronic communications.
- Managing email distribution systems, text communication platforms, and alumni communication databases to ensure accuracy and consistency.
- Gathering alumni feedback and assisting with implementation of engagement strategies and program improvements.
- Traveling throughout West Tennessee to coordinate and support alumni engagement activities and meetings.
- Preparing invoices and payment documentation related to alumni dues, sponsorships, partnerships, and vendor services.
Marketing, Communication, and Social Media:
- Assisting with development and implementation of marketing and recruitment strategies for WestStar Leadership programs and events.
- Managing and maintaining WestStar Leadership social media accounts, including Facebook, Instagram, LinkedIn, Twitter/X, and other assigned platforms.
- Creating, scheduling, and publishing social media content, promotional materials, event announcements, and engagement campaigns.
- Monitoring social media activity, engagement metrics, and audience interaction to improve communication effectiveness.
- Assisting with development and distribution of brochures, flyers, digital assets, presentations, and promotional materials in collaboration with university relations and program leadership.
- Supporting photography, video, podcast, and multimedia promotional efforts as assigned.
- Coordinating scheduling, logistics, promotion, and operational support for podcasts and media-related activities.
Administrative Support for Executive Director:
- Managing calendars, meeting schedules, appointments, and travel arrangements.
- Preparing meeting materials, presentations, reports, correspondence, agendas, and program documentation.
- Drafting, proofreading, formatting, and editing professional communications and documents.
- Serving as a point of contact for program-related communications with participants, alumni, partners, vendors, and stakeholders.
- Maintaining organized electronic and physical filing systems for program records, contracts, financial documents, donor information, and administrative materials.
- Assisting with travel documentation, reimbursements, invoice processing, and operational paperwork.
- Serving as backup support to the Budget Coordinator, including familiarity with invoices, procurement processes, contracts, travel entry, and related administrative systems.
- Maintaining confidentiality and professionalism in all communications and records management.
- Responsibilities shall include all other duties as assigned.
MINIMUM QUALIFICATIONS
- High School diploma and four years of experience in office management, event planning, or communications.
- Proven experience in event planning and management, preferably in a leadership development or educational context.
- Strong interpersonal skills with the ability to build and maintain relationships with diverse stakeholders, including program participants, alumni, and external partners.
- Excellent written and verbal communication skills, with experience in crafting compelling marketing copy and engaging social media content.
- Proficiency in project management tools and platforms, as well as Microsoft Office suite and social media management tools.
- Creative thinker with a strategic mindset and a passion for leadership development and community engagement.
PREFERRED QUALIFICATIONS
- Bachelor's degree
- Knowledge with FileMaker Pro, PerfectForms, GoogleForms, Teams, Survey Pro, MarketPlace, Virtual Platforms, and Mail Chimp.
APPLICATION PROCESS:
Applicants must apply online and attach a cover letter and resume.
APPLICATION DEADLINE:
Applicant review will begin immediately and continue until a candidate has been identified.
COMPENSATION
- Minimum hiring rate $18.13 per hour (Market Range 07) – Salary commensurate with education and experience.
See all J-1 Visa Project Program Manager Jobs
Sign up for free to unlock all listings, filter by visa type, and get alerts for new J-1 Visa Project Program Manager Jobs.
Get Access To All JobsTips for Finding J-1 Visa Sponsorship as a Project Program Manager
Align your training plan to PM frameworks
J-1 Trainee applications require a structured training plan tied to your field of study or prior work. Map your program objectives to recognized project management methodologies like Agile or PMP-aligned practices to satisfy your designated sponsor's DS-7002 requirements.
Verify the 2-year home residency requirement early
Some J-1 participants in government-funded or skills-list programs must return home for two years before changing status. Confirm with your designated sponsor whether your specific funding source or nationality triggers this requirement before accepting a host offer.
Target host organizations with established J-1 track records
Search for employers who have hosted J-1 Trainees or Research Scholars in operations, strategy, or program management functions. Use Migrate Mate to filter roles by J-1 sponsorship alignment so you reach hosts already familiar with the DS-2019 process.
Benchmark your role against O*NET occupation data
Your designated sponsor will assess whether your host's offered position genuinely fits Project Program Manager duties. Review the O*NET occupation profile for this role to ensure your job description, responsibilities, and required education match the defined standard before submitting documents.
Clarify who bears the sponsor program fees
Designated sponsors charge program administration fees that can run several hundred dollars. Negotiate with your prospective host employer upfront about who covers these costs, since the J-1 sponsor-host agreement often leaves fee responsibility ambiguous until the offer stage.
Document decision-making authority in your work samples
Designated sponsors scrutinize whether a J-1 Trainee role offers genuine skill development rather than routine task execution. Present portfolios, project charters, or performance reviews showing you led cross-functional teams or managed budgets, not just assisted senior managers.
Project Program Manager J-1 Visa: Frequently Asked Questions
Which J-1 program category fits a Project Program Manager role?
Most working professionals pursuing Project Program Manager positions in the United States use the J-1 Trainee category, which suits candidates who have completed a degree within the past 12 months or have at least one year of relevant work experience. Current students may qualify under the Intern category. Research Scholar applies only when the role is embedded in an academic or research institution context.
Who actually sponsors the J-1 visa for this type of role?
The J-1 visa sponsor is a U.S. Department of State-designated organization, not your employer. Organizations like Cultural Vistas or AIPT issue the DS-2019 form and oversee compliance. Your U.S. employer is the host organization. You work for the host, but the designated sponsor holds legal responsibility for your exchange visitor program and reports your status to SEVIS.
How can I find U.S. employers open to hosting J-1 Project Program Managers?
Use Migrate Mate to identify U.S. employers and open roles that align with J-1 Trainee or Research Scholar sponsorship for project and program management functions. Hosts who have worked within the J-1 framework before are significantly easier to engage because they understand the DS-7002 training plan, sponsor fees, and SEVIS reporting obligations that most employers find unfamiliar.
What does the DS-7002 training plan require for a program management position?
The DS-7002 must describe specific learning objectives tied to project or program management skills you will develop, the supervision structure, and evaluation checkpoints. Generic job descriptions are rejected. Your designated sponsor will require you and your host employer to document concrete phases, such as leading a project lifecycle, managing stakeholder communications, or applying risk assessment frameworks, with measurable milestones.
Can a Project Program Manager on J-1 status change employers mid-program?
Changing host employers during an active J-1 program is not straightforward. The designated sponsor must approve any host transfer, and the new host must sign an amended DS-7002 and meet the same eligibility criteria as the original host. If the new role differs significantly from the approved training plan, your designated sponsor may require a new program application rather than a simple transfer, which resets timelines.