Program Coordinator, Community Solutions Program (CSP)

IREX•Washington, DC

3d•$26 - $30

About The Position

The Program Coordinator supports the Community Solutions Program (CSP) throughout its full lifecycle, including recruitment and selection, participant onboarding and advising, curriculum and events, monitoring, evaluation, and learning (MEL), alumni programming, reporting, and financial administration. The role coordinates recurring processes, maintains accurate records and communications, and helps participants and stakeholders navigate program requirements. It is a hands-on role for an organized, collaborative, service-oriented professional supporting an international exchange program that benefits U.S. and international communities. The coordinator handles day-to-day program operations, participant and stakeholder communications, event and travel logistics, documentation, routine financial transactions, procurement support, and coordination across program teams. The role also contributes to program renewal and business development through research, evidence gathering, drafting, and coordination of supporting materials. During peak periods, the coordinator may guide interns, temporary staff, reviewers, volunteers, or event support personnel on defined tasks.

Requirements

Bachelor's degree and a minimum of two years of relevant professional experience; relevant experience may include internships, part-time employment, or a combination of professional and academic experiences.
Ability to coordinate multiple workstreams, maintain organized records, prioritize competing deadlines, and follow through reliably in a fast-paced environment.
Strong written and verbal communication skills, including the ability to draft professional correspondence, guidance, presentations, reports, and participant-facing materials with limited supervision.
Strong organizational, problem-solving, and customer service skills, including the ability to anticipate needs, identify solutions, and manage multiple priorities.
Strong attention to detail and commitment to data accuracy, documentation, confidentiality, participant support, and compliance.
Ability to build and maintain productive relationships with participants, partners, host organizations, vendors, consultants, alumni, and other stakeholders across cultural, professional, and geographic contexts.
Proficiency with Microsoft 365 applications, including Copilot, Word, Excel, PowerPoint, Outlook, Teams, and SharePoint; ability to learn and effectively use participant management, survey, learning, and financial systems.
Ability to exercise sound judgment within established procedures, identify issues requiring escalation, and adapt to changing priorities and program needs.
Ability to support occasional early-morning, evening, or weekend program activities and travel domestically as needed.

Nice To Haves

Experience supporting international exchange, leadership development, workforce or economic development, education, youth, or another participant-centered program.
Experience supporting one or more program functions, including recruitment and selection, participant advising, curriculum delivery, events and travel logistics, MEL, communications, alumni engagement, reporting, finance, procurement, or grants administration.
Experience studying, working, or living abroad.

Responsibilities

Coordinate day-to-day processes across recruitment, selection, onboarding, the U.S. exchange, follow-on programming, and alumni engagement.
Maintain work plans, calendars, participant and stakeholder records, shared inboxes, program platforms, and required documentation.
Support virtual and in-person orientations, trainings, workshops, site visits, and other events, including scheduling, registration, travel, venues, materials, accessibility arrangements, and on-site logistics.
Contribute to curriculum administration, MEL data collection and quality control, evidence management, communications, and internal and external reporting; flag risks, delays, or data gaps to program leadership.
Serve as a point of contact for an assigned portfolio of applicants, participants, alumni, reviewers, U.S. host organizations, Regional Coordinators, vendors, and other stakeholders.
Provide routine guidance, coordinate communications and meetings, track follow-up actions, and support participant onboarding, advising, and readiness.
Support outreach, onboarding, and ongoing coordination with organizations contributing to practicums, learning activities, regional engagement, and follow-on work.
Prepare purchase and payment requests, participant payments, travel documentation, vendor and consultant records, routine reconciliations, and other assigned financial transactions for review and approval.
Maintain complete, organized, audit-ready financial documentation in accordance with IREX policies and award requirements; track assigned expenses, identify missing documentation or discrepancies, and elevate questions promptly.
Support procurement and contracting by gathering specifications and quotes, coordinating routine vendor communications, and maintaining files and trackers.
Coordinate with colleagues across recruitment, participant support, curriculum, events, host engagement, MEL, alumni programming, communications, finance, and operations to align handoffs and deadlines.
Provide status updates, take initiative on recurring assignments, seek guidance on new or unusual tasks, and share tools, templates, lessons, and process improvements.
During peak periods, provide cross-component implementation support and may guide interns, temporary staff, reviewers, volunteers, or event support personnel on defined tasks.
Support program renewal and business development by conducting research, compiling program evidence and past performance information, drafting or editing assigned content, and coordinating supporting documents.
Participate in review meetings and external discussions when invited, and help identify lessons, results, and stakeholder insights to strengthen future program design and responses to donor and partner needs.