Program Coordinator

IREX•Washington, DC

6d•Hybrid

About The Position

IREX is seeking multiple Program Coordinator candidates to support donor-funded programs within the Global Impact Hub. Program Coordinators are crucial in ensuring IREX delivers high-quality, mission-driven programs. This role involves coordinating program operations, participant and stakeholder engagement, training and learning activities, events, travel, data management, communications, and reporting. The position requires taking ownership of recurring workstreams, anticipating needs, resolving routine issues, and maintaining accurate, compliant, and participant-centered processes for complex U.S. and international activities. This role is based at IREX headquarters in Washington, DC, and requires in-person work at least two days per week, with one of those days being Wednesday, in line with IREX’s Flexible Work Policy.

Requirements

Bachelor's degree.
At least 2 years of relevant experience, which may include internships, part-time jobs, volunteer work, or a combination thereof, preferably in international education, exchange programming, leadership or workforce development, higher education, nonprofit program delivery, or U.S. Government-funded programs.
Demonstrated experience coordinating at least two of the following: participant advising; recruitment and selection; training or LMS administration; event logistics; travel; procurement; monitoring, evaluation, and learning; communications; or programmatic reporting.
Experience taking ownership of recurring processes or defined workstreams, exercising judgment within established procedures, and escalating sensitive, unusual, or high-risk issues appropriately.
Strong project coordination, time management, and organizational skills, with the ability to independently coordinate multiple recurring workstreams, prioritize competing demands, maintain detailed follow-up, and meet strict deadlines in a fast-paced environment.
Excellent English communication skills, including writing, editing, speaking, and presenting, with the ability to prepare participant guidance, stakeholder correspondence, reports, presentations, and communications materials with minimal editing.
Strong cross-cultural, interpersonal, and customer-service skills, including the judgment, tact, and diplomacy needed to advise participants, engage mentors and alumni, communicate with embassies and partners, and manage difficult or time-sensitive situations.
Demonstrated ability to work both independently and collaboratively, take initiative, anticipate needs, solve routine problems, adapt to changing priorities, and guide discrete activities or task completion when assigned.
Experience coordinating complex events and travel logistics, including venues, lodging, meals, transportation, itineraries, vendors, participant materials, accessibility needs, and on-site or virtual support.
Experience supporting participant recruitment and selection, orientation or training, participant advising, mentor engagement, alumni engagement, reciprocal exchanges, or comparable cohort-based programming.
Experience collecting, cleaning, auditing, tracking, synthesizing, and summarizing participant, partner, program, procurement, financial, and monitoring, evaluation, and learning data from multiple sources.
Strong computer skills, including Microsoft Copilot, Word, Excel, PowerPoint, Outlook, Teams, and SharePoint, and the ability to quickly learn new systems.
Availability to support occasional evening and weekend program activities and limited domestic or international travel, as needed.
Unrestricted authorization to work in the United States.

Nice To Haves

Experience with Canvas or a comparable LMS, Salesforce or a comparable CRM, and Alchemer or a comparable survey platform is preferred.
Experience studying, working, volunteering, or supporting programs in international or cross-cultural settings is preferred.

Responsibilities

Coordinate recurring program workflows, calendars, records, shared platforms, and inboxes.
Support pre-departure orientation and training administered through Canvas or a comparable learning management system, including enrollment, materials, participant tracking, and troubleshooting.
Coordinate domestic and international travel booking and logistics, maintain accurate documentation, and proactively flag risks, delays, and follow-up needs.
Serve as a consistent point of contact for participants and provide timely, culturally responsive advising before, during, and after program activities.
Support recruitment and selection, mentor engagement, reciprocal exchanges, alumni engagement, and coordination with U.S. embassies and other stakeholders.
Track communications, commitments, and follow-up actions and elevate complex matters to program leadership.
Coordinate partner, venue, lodging, meals, transportation, and other event procurements in accordance with established procedures.
Prepare procurement documentation, obtain and organize vendor information, support payment and reconciliation processes, and monitor logistics against approved plans and timelines.
Work closely with internal operations and finance colleagues to maintain complete and accurate records.
Coordinate logistics for in-person and virtual events, support communications and programmatic reporting, and contribute to monitoring, evaluation, and learning activities through accurate data collection, analysis, quality checks, and documentation.
Share progress and risks clearly, propose practical process improvements, and guide discrete tasks or workstreams as assigned.
Collaborate across functions to deliver a consistent participant and stakeholder experience.
Contribute to proposal development, research, work planning, drafting, and other emerging Global Impact Hub priorities.
Apply lessons from implementation to strengthen program design, tools, and operational approaches.