Program Coordinator

Job Type

Full Time


Details: Commensurate with experience plus benefits package




712 North Wells Street
United States


Program Coordinator for Short Term Programs Department 

  • Type of Position: Full Time
  • Start Date: May 2018
  • Hours: 40 hours per week, Monday – Friday 9:00 am–5:30 pm
  • Location: 712 N Wells, Chicago, IL 60654

Greenheart International is a 501(c)(3) nonprofit committed to connecting people and planet to create a more peaceful and sustainable global community. We achieve our goals through a unique set of programs and initiatives fostering cultural exchange, eco-fair trade, volunteerism, personal development and environmentalism. Greenheart encompasses four main branches: Greenheart Exchange, Greenheart Travel, Greenheart Shop, and Greenheart Transforms.

Within Greenheart Exchange, The Short Term Program Department (STP) provides programs for teens and adults who come to the United States to improve their English, learn about U.S. culture, and participate in volunteer activities, for periods of 2 to 8 weeks. (On our School to School Exchange program we also work with US participants who travel to stay with the exchange student they hosted.) STP is one branch of the High School Programs division of Greenheart Exchange. The STP team works with approximately 1200 students per year. The Program Coordinator supports all 3 programs: Group Homestay, Independent Homestay and School to School Exchange.

What we’re looking for:

We are looking for someone eager to pursue a career in Cultural Exchange, who will find satisfaction facilitating experiences “behind the scenes”. Most of our team’s interactions are via phone and email, primarily with partners, school officials and our field network, who place and monitor our participants, rather than directly with exchange participants themselves. The selected candidate will join a small, dynamic and fast-paced team, committed to providing excellent service.  The ideal candidate is positive, proactive and responsible; and possesses a keen attention to detail. S/he should have excellent written, oral, and interpersonal communication skills. The selected candidate will need to demonstrate flexibility in role as assignments and objectives shift throughout the year depending on program numbers and needs at that time.  The right applicant is highly organized and comfortable with administrative work, in addition to creative problem solving and communication. 

Some things you might do as a Program Coordinator:

  • Help recruit, train and support local coordinators who place participants with host families, providing regular one-on-one support via phone and email
  • Participate in and/or lead trainings or webinars for local coordinators and international partners regarding topics such as application processing and host family recruitment
  • Process applications and participant and host information in our custom databases
  • Draft local coordinator and partner contracts, ensuring consistency and clarity
  • Support host family recruitment through research and creative guidance of local coordinators; and occasional “cold calls” and emails to target organizations, clubs and religious institutions
  • Recruit US schools interested in participating in our School to School Exchange Program through targeted outreach campaigns
  • Create flyers and other marketing materials to support host, school, and volunteer organization recruitment
  • Monitor assigned programs to ensure benchmarks are met utilizing email, phone, and/or Skype conversations with local coordinators and international partners
  • Regular mediating, crisis management, and problem solving with our field network, hosts, and international sending partners
  • General program administration duties including assembly and mailing out of packets, photocopying and scanning of materials, organization of evaluations, creation of budgets and calendars, creating/maintaining program reports and  administration of check requests and invoices for programs assigned
  • Update training materials and handbooks
  • Write and edit blog posts and general assistance with social media pages and contests
  • Brainstorm opportunities for new program development and initiatives with fellow team members

Some qualifications you should have:

  • Bachelor's degree
  • Minimum of two years of professional working experience
  • Excellent written, oral, and interpersonal communication skills
  • High level of general computer skills and Microsoft Office Suite proficiency
  • Comfort and aptitude for learning new software and understanding work flow processes
  • Efficiency with data entry and a keen eye for detail
  • Talent for organizing and prioritizing multiple tasks, proactively considering and implementing measures to improve quality
  • Ability to communicate effectively and professionally with groups of all ages, nationalities, ethnicities, and backgrounds
  • Possess a great deal of tact and diplomacy and ability to resolve conflicts that may arise
  • Genuine desire to contribute to an organization that promotes cultural exchange and environmental consciousness
  • Preferred: Experience studying, volunteering, or working abroad

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

Sound likes the perfect fit? Tell us WHY by filling out the application below or sending your resume and customized cover letter in PDF format to Courtney Guengerich, Human Resources Generalist, at HR(AT)greenheart(DOT)org. A cover letter is required for your application to be considered.

Due to the amount of applications processed, we ask that you do not call Greenheart International regarding this position. All qualified applicants will be contacted.

Greenheart International is an Equal Opportunity Employer that does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran.