Program Coordinator (Travel)

Program Coordinator

The Experiment &YA-WHA, Youth Exchange

This position will be a part of the Global Programs unit of World Learning which designs, implements, monitors and evaluates global exchange and education programs. We work with various donors, including the U.S. Department of State, to achieve immediate impact and sustainable outcomes. Consistent with our organization's status as both a global nonprofit and an accredited institution of higher education, we prioritize experiential programs that are grounded in theory and proven in practice.

• Manage administrative tasks for The Experiment's outbound programs, including partner trackers, itineraries, program documents, and deadlines.
• Prepare and update pre-departure materials, program handbooks and group leader briefing documents for each program.
• Coordinate with ETS to prepare leader technology (including but not limited to: laptops, cell phones, sim cards, data plans) and oversee disbursement at Staff Training, and collection post-program.
• Coordinate the flow of participant information, including medical and accommodation needs, between Enrollment, Operations, group leaders, and in-country partners.
• Support partner contract, budget, and invoice administration in coordination with the Senior Program Officer, Outbound and Finance.
• Update program content for The Experiment's website as assigned.
• Administer program evaluations and compile results for program review.

• Support YA-WHA implementation across virtual engagement, pre-departure, in-person exchange, and follow-on phases.
• Prepare and disseminate participant, adult mentor, and host community materials as assigned.
• Provide program information to the Operations team for travel, housing, and logistics management.
• Support collection of participant documents and information required for travel and program participation in coordination with Enrollment and Operations.
• Monitor participant follow-on and capstone project implementation and track progress for reporting.

• Support on-the-ground program implementation during in-person segments, including orientations, U.S.-based exchange activities, and pre-departure gatherings as assigned.
• Facilitate workshops and group activities on program as assigned.
• Serve as on-call and risk management support during program season, including night, weekend, and holiday shifts as assigned.
• Attend and fully engage in Staff Training, including workshop design, session facilitation, and administrative and logistical support.
• Maintain a thorough understanding of the Youth Exchange Team Handbook and review, edit, and create Handbook content as assigned.

• Manage monitoring and evaluation data collection, including participant surveys, and support analysis for reporting.
• Support the preparation of funder reports and program updates for the Department of State and other funders.
• Ensure Department of State guidelines and program deliverables are tracked and met.
• Support the management of shared program inboxes and participant communications as assigned.

• Attend key organizational meetings (e.g., town halls, quarterly meetings) and learning sessions to understand and maintain awareness of organizational priorities and policies.

Required Experience/Education:

• A bachelor's degree or equivalent experience is required.
• At least two years of related work experience is required.
• Applicants must be authorized to work in the location where this position is offered.

Required Skills:

• Demonstrated experience with program administration and logistics, such as organizing travel, events, or participant documentation.
• Strong organizational skills and attention to detail, with the ability to manage multiple programs and deadlines at once.
• Excellent written and verbal communication skills in English.
• Experience working with youth, international programs, or exchange participants.
• Ability to adapt to change and make decisions in ambiguous situations.
• Willingness to travel domestically and internationally to support in-person program activities.
• Willingness to work outside regular business hours during program season, including on-call shifts.
• Proficiency with Microsoft Office, cloud-based document management, and online project management tools.

Required Behaviors/Competencies:

• Acts as a collaborative and resourceful team player.
• Supports a culture of continuous learning and improvement through diligent program monitoring, data tracking, and reflection to ensure strong outcomes.
• Displays curiosity about World Learning and is eager to represent the organization effectively to external audiences, as required.
• Shows dedication to the organization's business development targets through ongoing program implementation and relationship building.
• Takes initiative to anticipate needs and keep shared work organized across teams.

Preferred Qualifications:

• Experience implementing U.S. Department of State–funded exchange programs is valued.
• Spanish proficiency is a plus.
• International or cross-cultural experience, including traveling with or leading student groups, is appreciated.
• Experience with survey tools, CRM systems, or virtual program platforms is a plus.
• Familiarity with The Experiment in International Living or high school study abroad is a plus.

For more than 90 years, World Learning has advanced American leadership at home and abroad by equipping students, professionals, and institutions with the skills, networks, and real-world experience needed to address today's most pressing challenges. Through dynamic, experiential education and exchange programs, we strengthen 21st-century competencies, foster innovation, and expand economic opportunity-building more secure and prosperous communities worldwide.