Programs Coordinator (Professional Exchanges)

Position: Programs Coordinator (Professional Exchanges)

Location: Philadelphia, PA

Full-Time Employee | Hybrid work environment | Grant-Funded

Salary Range: $42,000-45,000

POSITION OVERVIEW

The Programs Coordinator (Professional Exchanges) maintains a portfolio of international visitors, primarily including projects for the International Visitor Leadership Program (IVLP) and other government-funded short-term professional exchanges for adults with or without a homestay component. This includes proposal writing for projects, itinerary planning, and arranging logistics for inbound exchange visitor groups, in-city support for projects upon their arrival in Philadelphia, and project closeout and data entry. This position will support organizational relationships with professional resources and partners, National Program Associates, Global Ties US, and the Department of State staff. This role works closely with the Exchanges Team to ensure collaboration with other programs and departments at World Affairs so that professional exchange visitors connect to our members, students, teachers, and other constituents. This role is a grant-funded position, contingent upon continued funding from the US Department of State, awarded by Global Ties US and other National Program Agencies on an annual basis.

PRIMARY DUTIES & RESPONSIBILITIES

Main Duties

• Support the coordination of the International Visitor Leadership Program (IVLP) projects and a variety of other professional exchange projects annually
• Prepare and implement creative and professional itineraries for international visitors in a variety of sectors, industries, and fields of expertise
• Manage project logistics, including but not limited to hotels, meals, per diems, transport, receptions, and cultural activities
• Solicit projects by drafting and submitting high-quality proposals to National Program Agencies (NPAs)
• Support the Senior Manager of Programs in maintaining and strengthening organizational relationships with NPA, GTUS, and DoS staff
• Develop and maintain organizational relationships with professional resources, home and dinner hosts, and World Affairs’ members
• Continually research and develop new program themes and professional resources for projects
• Organize homestays and dinner hosting for visitors in partnership with the Membership team
• Accompany visitors on professional appointments in the Philadelphia region
• Participate in regular meetings with the Professional Exchanges team to review upcoming programs, share information, and ensure departmental metrics and program closeout are on track
• Oversee volunteers and interns working on projects
• Maintain baseline knowledge of hotel, transport, and vendor contracts and relationships
• Complete program close-out and reporting in a timely manner
• Ensure departmental data entry management in the Salesforce database

Secondary Duties

• Maintain awareness of political and social issues, as well as the business climate of the Philadelphia region
• Maintain awareness of and relationships with community cultural organizations, volunteers, and partners to enhance the International Visitor experience
• Provide support for PTO for other Professional Exchange team members
• Participate in efforts to develop and achieve the Professional Exchange team goals
• Contribute to the Professional Exchange team’s efforts to develop home and dinner hospitality, as needed
• Be an advocate for how Professional Exchanges fit into other World Affairs’ programs and goals
• Participate in other World Affairs programs, activities, and efforts to solidify World Affairs as the leading International Affairs Organization in the Philadelphia region

QUALIFICATIONS

Education and Experience

• 1-3 years of experience in program implementation, project management, and hospitality
• Bachelor’s Degree or relevant work experience in a related field strongly preferred
• Experience with Customer Relationship Management software (Salesforce strongly preferred)
• Experience in program evaluation and monitoring
• Proficient with Microsoft Office 365
• Proficient with key technologies, including Canva, Zoom, Google Meet, Adobe Acrobat, and social media

Required Skills & Competencies

• Enthusiasm for the mission of the World Affairs Council of Philadelphia
• Excellent oral communication, professional writing, and proofreading skills
• Passion for world affairs, cultural diplomacy, and hospitality
• Prior experience that demonstrates intercultural competence
• Capable of working independently, being proactive and self-directed, as well as a part of a small and highly collaborative team
• Ability to manage multiple projects simultaneously
• Excellent time management skills
• Diligent attention to detail and strong organizational habits
• Innovative problem-solving skills and superior dedication to quality control
• Openness to civil discourse on international issues from multiple perspectives
• Availability for weekend and/or evening work, as well as the ability to travel as required
• Must be able to lift up to 50 lbs

ADDITIONAL INFORMATION

• This role is a grant-funded position, contingent upon continued funding from the US Department of State (DoS), applied for and awarded by Global Ties US (GTUS) and other National Program Agencies (NPAs) on an annual basis.
• Proof of COVID-19 Vaccination is required by the date of hire. Individuals may apply to be considered for an exemption.
• 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 organization 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.