Programs Specialist

POSITION DESCRIPTION

Position: Programs Specialist

Location: Philadelphia, PA Status: Exempt, Full-Time Employee

Location: Hybrid work environment/Philadelphia, PA.

Salary Range: $50,000 - $54,000

POSITION SUMMARY

The Programs Specialist executes on the development and implementation of the World Affairs Council of Philadelphia’s public-facing programs, including speaker programs, public events, and professional education offerings. This role serves as the core operations and implementation lead for the professional education programs and public-facing program offerings. The role focuses on cross functional integration for public programs, ensuring high-quality program delivery, strong participant and membership experiences, and consistent operational follow-through.

Reporting to the Senior Director of Programs, the Programs Specialist is responsible for coordinating program content and learning materials, scheduling, logistics, vendor management, and data tracking for public-facing and professional education programs, ensuring smooth execution and high-quality participant experiences.

PRIMARY DUTIES AND RESPONSIBILITIES

Program Operations, Scheduling, & Logistics – 40%

• Coordinate the scheduling, logistics, and operational execution of public programs, professional education programs, and sub-national diplomacy offerings
• Manage program calendars, run-of-show documents, timelines, and logistical checklists across multiple programs
• Coordinate venues, catering, audio-visual needs, and other vendors for in-person and virtual programs
• Lead on-site and virtual program execution, including registration check-in, speaker support, and day-of coordination
• Ensure programs are delivered smoothly, on time, and in alignment with established quality standards

Program Content and Data Management – 35%

• Coordinate session materials, facilitator resources, agendas, and participant communications for trainings and workshops
• Assist with preparation of program materials such as session outlines, slides, participant guides, and follow-up resources
• Support speaker and facilitator preparation by coordinating materials, schedules, and logistical needs
• Own the integrity of public program-related data within Salesforce, identifying trends in attendance and engagement to provide actionable insights
• Maintain program records, attendance data, and engagement metrics for reporting and evaluation
• Adhere to established data standards and processes to ensure consistency and reliability across programs
• Provides data management and reporting needs for internal tracking, public program fundraising, and leadership review

Administrative Program Support – 15%

• Provide general administrative and coordination support across all programs as priorities shift and needs evolve
• Support scheduling, documentation, communications, and follow-up related to program planning, execution, and evaluation
• Assist with cross-program coordination and shared services to improve efficiency and consistency across program teams
• Provide administrative support for special initiatives, pilots, and one-time projects for the Chief Programs Officer
• Adapt responsibilities over time to support emerging program needs and organizational growth

Special Projects as Assigned – 10%

QUALIFICATIONS

Education / Experience

• 3–5 years of experience in program coordination, event operations, training delivery, or related roles
• Bachelor’s Degree or equivalent related experience preferred
• Experience supporting multiple programs or events simultaneously
• Experience working with databases or CRM systems (Salesforce strongly preferred)
• Experience coordinating vendors and external partner
• Proficiency with Microsoft Office 365 and Teams
• Technical proficiency and familiarity with audio/visual equipment required

REQUIRED SKILLS & COMPETENCIES

• Strong execution and project management skills with the ability to manage multiple programs simultaneously
• Highly organized with strong attention to detail
• Strong interpersonal and communication skills, particularly when working with speakers, facilitators, partners, members, and participants
• Ability to operate effectively from an established strategy, program plan, and timeline
• Comfortable managing logistics, schedules, and operational problem-solving in fast-paced, public-facing environments
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Teams) Google Workspace and Salesforce
• Familiarity with digital communications tools such as Zoom, Teams, Canva, Constant Contact, and social media platforms a plus
• PA clearances required
• Strong interest in world affairs and open to civil discourse on international issues from multiple perspectives

COMPENSATION & BENEFITS

• The salary range for this position is $50,000 - $54,000 commensurate with experience.
• The World Affairs Council offers a competitive benefits package that includes:
  • Health Insurance, dental and vision
  • 403b Retirement Plan
  • Generous paid time off
  • Transit and commuter benefits
  • High-flex hybrid work environment including a Center City office and remote work capabilities
  • Supportive work and family benefits
  • Professional development opportunities
  • Occasional fully paid domestic and international travel
  • Participation in and access to world class speakers including authors, heads of state, elected officials, activists and leaders is a key opportunity for all staff.
  • Engagement with international professional visitors.

ADDITIONAL INFORMATION

The World Affairs Council of Philadelphia is committed to the principles of Equal Employment Opportunity. Accordingly, World Affairs will provide equal opportunity to all persons without regard to race, color, ethnicity, sex, sexual orientation, age, gender identity, religion, national origin, ancestry, disability, marital status, familial status, genetic information, domestic / sexual violence victim status, pregnancy, veteran status, use of guide or support animal because of blindness, deafness, or physical handicap, and/or any other status protected by applicable federal, state, or local laws. This policy applies to all areas of employment, layoff, compensation, benefits, and all other conditions, terms, and privileges of employment in accordance with federal, state, and local laws. World Affairs strives to employ and promote the best-qualified person for each job and, in doing so, will comply with all legal requirements.

ABOUT THE WORLD AFFAIRS COUNCIL OF PHILADELPHIA

The World Affairs Council of Philadelphia (World Affairs) is where continents, cultures, and ideas connect. World Affairs is the Philadelphia region’s largest and oldest international affairs nonprofit with 75 years of expertise in connecting Philadelphia to the world. World Affairs is a nonpartisan, nonprofit that curates speaker programs, professional development, youth education, and public diplomacy. World Affairs hosts global delegations and travels the world reaching more than 125 countries annually. Through authentic people-to-people diplomacy and exchange of ideas, World Affairs advances Philadelphia’s understanding of the world by creating the next generation of global citizens and furthering Philadelphia’s position as an international hub for business, education, culture, and sub-national diplomacy.

TO APPLY

Please submit your resume and cover letter to careers@wacphila.org. Please include the name of the position in the subject line. Incomplete applications will not be considered. We are unable to accept phone inquiries related to employment opportunities.