Program Coordinator

Plan USA•Washington, DC

3d•$52,370 - $66,772•Hybrid

About The Position

The Program Coordinator provides coordination, program management, and administrative support across the proposal development and project implementation lifecycle. The position supports institutional and private philanthropic funding opportunities and works closely with Proposal Managers, Program teams, and colleagues across U.S. and global offices. The role helps ensure proposals and projects are well organized, on schedule, compliant, and effectively coordinated across stakeholders. It is an opportunity for an early-career development professional to build experience in business development, program management, and cross-organizational coordination. This is a hybrid role based in the U.S. and may require occasional early or late meetings to accommodate global time zones. Standard office and remote working conditions apply.

Requirements

Bachelor’s degree or equivalent experience required.
1–2 years of professional experience supporting proposal development, business development, grants, program coordination, or a related field.
Strong organizational skills and demonstrated ability to manage multiple deadlines and priorities simultaneously.
Excellent written and verbal communication skills, with strong attention to detail.
Ability to coordinate effectively across teams, time zones, and cultures, including with global colleagues.
Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and SharePoint.
Collaborative, proactive, and solutions-oriented approach, with the ability to work effectively in a fast-paced, deadline-driven environment.
Commitment to Plan International USA’s mission and to advancing gender equality and children’s rights.

Nice To Haves

Experience supporting proposal development, business development, grants, or program coordination in international development, nonprofit, or related settings.
Familiarity with institutional donor proposal processes, such as USAID, Department of State, foundations, or multilateral funders.
Experience working with multidisciplinary teams and across different functions and areas of expertise.
Experience with proposal management or CRM tools.

Responsibilities

Support operational and programmatic project implementation, ensuring compliance with standard operating procedures and donor rules and regulations.
Work with the Senior Program Manager to review project budgets, budget modifications, invoices, and financial reports.
Maintain budget projection trackers and coordinate data entry and updates from Country Offices and the U.S. home office.
Serve as a day-to-day liaison to Country Offices, supporting routine issues and escalating complex matters to the Senior Program Manager.
Maintain organized project files and documentation, including funding internal agreements and other project records.
Coordinate project start-up and close-out activities and support the timely completion and submission of deliverables.
Support preparation of quarterly and annual narrative reports, work plans, and other project deliverables.
Coordinate with grants, finance, technical, and program colleagues to address project-related questions and ensure timely follow-up.
Support internal documentation and knowledge management across U.S. and global teams.
Contribute to process improvements that strengthen program coordination and implementation.
Support the Proposal Manager in reviewing and tracking funding opportunities, including preparing opportunity summaries and Go/No-Go materials for internal review.
Coordinate proposal development processes, maintaining proposal calendars, timelines, checklists, version control, draft consolidation, and shared workspaces.
Track proposal milestones and deliverables, flag potential deadline risks, and help teams remain on schedule.
Coordinate internal proposal review and approval processes by routing materials to relevant stakeholders and following up on outstanding inputs and approvals.
Compile organizational capacity statements, required organizational documents, letters of support, past performance references, and other proposal materials.
Assist with formatting, proofreading, and quality assurance of proposal narratives, budgets, annexes, and other submission materials.
Coordinate internal procurement and engagement of proposal-related consultants, including writers, technical experts, and budget specialists.
Maintain accurate records of proposal status, funder requirements, and submission materials in shared trackers and knowledge management systems, including SharePoint and Salesforce.
Coordinate proposal-related meetings across time zones, including scheduling, agendas, meeting notes, and follow-up with National Organizations, Global and Regional Hubs, and Country Offices.
Liaise with grants, technical, finance, and program teams to gather proposal inputs and resolve outstanding questions.
Support post-submission and post-award documentation and coordination between U.S. and global teams.
Support pre-positioning and pipeline management activities, including maintaining donor and opportunity information in Salesforce.
Contribute to improvements that streamline proposal coordination, internal approvals, and business development processes.
Perform other duties as assigned to support the goals of the Business Development team.