Program Coordinator (Travel)

World Learning•Brattleboro, VT

2d•$49,000 - $55,000

About The Position

World Learning seeks a Program Coordinator, Youth Exchange, to provide administrative, logistical, and on-site program support for two exchange portfolios: The Experiment in International Living's summer abroad programs for U.S. high school students and the U.S. Department of State-funded Youth Ambassadors Western Hemisphere (YA-WHA) program, which brings youth and adult mentors from across the Americas to the United States. The coordinator manages program documents and trackers, prepares pre-departure and participant materials, coordinates information among partners, Enrollment, and Operations, and supports monitoring and reporting. The role also supports in-person program activities, including orientations and U.S.-based exchange segments, and serves on the on-call team during program season. The programs and countries in the portfolio may change over time based on funding and U.S. Government priorities. The position is part of World Learning's Global Programs unit, which designs, implements, monitors, and evaluates global exchange and education programs. The role supports program administration, implementation, field activities, risk management, monitoring, reporting, compliance, and organizational engagement.

Requirements

A bachelor's degree or equivalent experience.
At least two years of related work experience.
Authorization to work in the location where the position is offered.
Demonstrated experience with program administration and logistics, such as organizing travel, events, or participant documentation.
Strong organizational skills and attention to detail, with the ability to manage multiple programs and deadlines.
Excellent written and verbal communication skills in English.
Experience working with youth, international programs, or exchange participants.
Ability to adapt to change and make decisions in ambiguous situations.
Willingness to travel domestically and internationally to support in-person program activities.
Willingness to work outside regular business hours during program season, including on-call shifts.
Proficiency with Microsoft Office, cloud-based document management, and online project management tools.
Collaborative and resourceful teamwork.
Commitment to continuous learning and improvement through program monitoring, data tracking, and reflection.
Curiosity about World Learning and readiness to represent the organization effectively to external audiences.
Dedication to organizational business development targets through program implementation and relationship building.
Initiative in anticipating needs and keeping shared work organized across teams.

Nice To Haves

Experience implementing U.S. Department of State-funded exchange programs.
Spanish proficiency.
International or cross-cultural experience, including traveling with or leading student groups.
Experience with survey tools, CRM systems, or virtual program platforms.
Familiarity with The Experiment in International Living or high school study abroad.

Responsibilities

Manage administrative tasks for The Experiment's outbound programs, including partner trackers, itineraries, program documents, and deadlines.
Prepare and update pre-departure materials, program handbooks, and group leader briefing documents.
Coordinate preparation of leader technology, including laptops, cell phones, SIM cards, and data plans, and oversee its distribution at Staff Training and collection after programs.
Coordinate participant information, including medical and accommodation needs, among Enrollment, Operations, group leaders, and in-country partners.
Support partner contract, budget, and invoice administration with the Senior Program Officer, Outbound, and Finance.
Update The Experiment's website program content as assigned.
Administer program evaluations and compile results for program review.
Support YA-WHA implementation across virtual engagement, pre-departure, in-person exchange, and follow-on phases.
Prepare and distribute materials for participants, adult mentors, and host communities as assigned.
Provide program information to Operations for travel, housing, and logistics management.
Support collection of participant documents and information required for travel and program participation, coordinating with Enrollment and Operations.
Monitor participant follow-on and capstone project implementation and track progress for reporting.
Support on-the-ground implementation during in-person segments, including orientations, U.S.-based exchange activities, and pre-departure gatherings.
Facilitate workshops and group activities as assigned.
Serve as on-call and risk management support during program season, including night, weekend, and holiday shifts as assigned.
Attend and participate fully in Staff Training, including workshop design, session facilitation, and administrative and logistical support.
Maintain knowledge of the Youth Exchange Team Handbook and review, edit, and create handbook content as assigned.
Manage monitoring and evaluation data collection, including participant surveys, and support analysis for reporting.
Support preparation of funder reports and program updates for the Department of State and other funders.
Track and help ensure Department of State guidelines and program deliverables are met.
Support management of shared program inboxes and participant communications as assigned.
Attend key organizational meetings and learning sessions to maintain awareness of organizational priorities and policies.