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Admissions & Program Coordinator

World Learning seeks a Youth Ambassadors Program and Admissions Coordinator to play vital role on the Youth Exchange Programs Team in the acquisition, management, design, and support of programs for high school students and adult mentors. These three to four-week exchanges are based in the United States, or select countries in North, Central and South America, and focus on civic education, community service, and youth leadership development with students from across the Americas. 

The Youth Ambassadors Program and Admissions Coordinator will manage a full pool of Youth Programs students and adult mentors while working collaboratively with program staff, in-country staff and U.S. Department of State/U.S. Embassy colleagues, and other funders. This is a professional, full-time office-based position that requires excellent organizational, logistical and interpersonal skills, as well as the ability to work effectively with diverse teams as this position actively engages with other Youth Team members and external audiences. 

Responsibilities 

Program Design and Management 

  • Participant Recruitment
  • Assist with strategic recruitment planning with the goal of increasing awareness of Youth Programs amongst prospective students, sending high schools, and related mentoring organizations, community groups and sponsors recruitment materials
  • Proactive and holistic student and adult mentor contact and conversion throughout the inquiry, application, selection, and pre-departure and post-program follow-on processes;
  • Recruit students and adult mentors for Youth Programs through presentations at local schools, community organizations, and collaborative work with in-country staff and U.S. Embassies in some cases;
  • Manage the student and adult mentor application review and selection process with input and coordination from participant selection committee which includes in-country staff, program staff, and funders;
  • Manage the creation of pre-departure materials, disseminate information to students, families and adult mentors, and assist participants through the pre-departure processes;
  • Work across the Youth Exchange, including YA consortium partners, portfolio by supporting numerous exchanges in curriculum and program design simultaneously;
  • Support the design and development of leadership, dialogue, cross-cultural communication, and other thematic curriculum in response to partner, leader, and participant feedback;
  • Serve on working groups focusing on targeted program areas (i.e.: Adult Mentor programming, Thematic Content, 18+, etc.) as interested or assigned;
  • Attend and fully engage in the delivery of Staff Training, including:
  • contributing to workshop design (prior to ST),
  • session facilitation and content delivery (during ST)
  • administration of Staff Training – van driving, sweeping, setting up classrooms, supply runs, etc. as assigned
  • Maintain a thorough understanding of all policies and procedures as laid out in the Youth Exchange Team Handbook and additional policy documents (updated annually);
  • Review, edit, and create content for the Youth Exchange Team Handbook as assigned;
  • Serve as on-call and risk management support year-round when assigned – this includes occasional nighttime and weekend shifts;
  • Program and Admissions Coordinator will (or may) support the adaptation of in-person programming virtually (or to include virtual components) when in-person exchanges are not possible due to travel restrictions or health and safety concerns. This may include direct implementation virtually.

Administrative and Logistical Support 

  • Assist team Manager and Senior Program Officer in collaborating with Youth Ambassadors Consortium partners to ensure exchange preparations, reporting and processes are timely and consistent;
  • Support in the creation of reports for funders and program partners;
  • Manage the Youth Ambassadors general email inbox and provide informative and timely responses to outside inquiries, in English, Spanish and French;
  • Provide program pertinent information to Operations Team for travel and logistics management;
  • Provide logistical support for post-program events which emphasize the transformative nature of Youth Programs to prospective students. This includes the logistical coordination of Welcome Back events and possible support for Reunion Conferences as assigned;
  • Use social networking and online project management tools to monitor projects and to increase overall program visibility to funder and external audiences;
  • Support in the creation and maintenance of content for Interactives page, website and blogs;
  • Alumni Engagement
  • Support the development and maintenance of a comprehensive participant and alumni database
  • Recruit recent alumni, families and leaders (including participants during follow-on) for an alumni ambassador team;
  • Coordinate family information sessions and other creative recruitment initiatives, including social media, involving recent alumni and prospective Youth Program participants and families;
  • Train alumni ambassadors to support admissions initiatives;
  • Salesforce Database
  • Work with IT on annual updates to the Salesforce database application system, running testing and ensuring functioning use without errors;
  • Support YA Consortium partners in day-to-date Salesforce management, reporting and troubleshooting;
  • Manage the Salesforce database for Youth Programs applications, pre-departure materials, etc.

Grants Management 

  • Ensure that Department of State guidelines are followed, and deliverables are met;
  • Support the design and development of grant proposals, in response to new funding opportunities;
  • Support the standardization and development of the Youth Ambassadors Program;

People Management and Supervision 

  • Work collaboratively on a team including Manager, Senior Program Officer, Program Officers, Program Coordinators, Operations and Admissions staff, Interns, and Leaders;
  • Supervise, train and monitor program Interns; and
  • Handle other tasks as assigned.

Business and Organizational Development 

  • Contribute to an organizational culture of continuous learning through rigorous program monitoring, data tracking, donor and MERL reporting, research and reflection to ensure strong outcomes.
  • Contribute to organization’s business development targets through ongoing program implementation, funder relationship building, and through other means as directed.
  • A curiosity about World Learning as a whole, with the aim of being able to effectively represent the organization to external audiences commensurate with the position.
  • Commitment to fostering diverse, equitable and inclusive practices in program implementation and monitoring practices and challenging practices which may be exclusionary.

Requirements

  • Bachelor’s degree with two years of related work experience or a master’s degree plus one year of related work experience;
  • Understanding of experiential education and youth empowerment pedagogies, with demonstrated examples of incorporating these pedagogies in professional work; 
  • Experience with international programs, event management, or youth programming
  • Experience with virtual programming and digital communication, and monitoring and evaluation of projects;
  • Excellent written and verbal communication skills in the English language, with understanding of social media as a professional tool to enhance visibility;
  • Computer proficient, i.e. comfortable with Microsoft Office suite (Word, Excel, PowerPoint et al), cloud-based document management and online project management tools;
  • Knowledge of USG procurement policies and grant management desired;
  • Knowledge of and experience with proposal development, project design, grant management, and budgeting;
  • Team-oriented and collaborative work style, while skilled in managing independent tasks and deadlines;
  • Creative problem-solver and adaptable, with strong attention to detail;
  • Willingness to work outside of regular business hours as needed during high travel season.
  • Demonstrated ability to manage multiple tasks simultaneously, coordinate activities in multiple locations (U.S. and overseas), and to prioritize competing tasks;
  • Has a DEI Mindset: Fosters diverse, equitable and inclusive practices and challenges practices which may be exclusionary; and
  • Ability to manage ambiguity in the work environment including effectively coping with change; able to shift comfortably; decide and act without having the total picture; comfortably handle risk and uncertainty.

Desired Qualifications: 

  • Experience with any Customer Relationship Management (CRM) platforms (e.g. Salesforce, ADP, Intacct);
  • Second language abilities (preferably Spanish, or French); and
  • Experience working with remote teams.

Why World Learning 

For more than 85 years, World Learning has worked to create a more peaceful, sustainable, and just world. Our education, development, and exchange programs help people find their voices, connect with their communities, and strengthen the institutions that form the backbone of a democratic society. With our support, these emerging leaders tackle critical global issues like poverty, conflict, and inequality. 

As a thriving international nonprofit organization with impact in 150 countries, World Learning works across six major program areas. We’re hard at work improving global education to ensure schools and teachers have the tools they need to support students — including English language instruction through our TESOL teacher training. We encourage civic engagement in communities around the world, and we strengthen institutions so that they can best serve their constituencies. Our workforce development programs help people cultivate the hard and soft skills they need to succeed. And we offer people-to-people exchanges for people of all ages who seek professional and academic enrichment. 

All World Learning programs are grounded in five key approaches: experiential learning, leadership development, inclusive practices, innovation, and grants management. We believe in partnering with local experts, organizations, and institutions to find solutions that will truly work for each community. Together, we create the foundations for a better tomorrow. 

World Learning is a member of the World Learning Inc. family, which also includes The Experiment in International Living and School for International Training. 

World Learning is an equal employment opportunity/affirmative action/veterans/ADA employer, committed to increasing the diversity of its workforce. 

World Learning seeks a Youth Ambassadors Program and Admissions Coordinator to play vital role on the Youth Exchange Programs Team in the acquisition, management, design, and support of programs for high school students and adult mentors…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    4-Year Degree Required

Location

On-site
Washington, DC, USA

How to Apply

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