Program Associate, Global UGRAD Program

Reports to: Program Officer, Global UGRAD Program

Starting Salary: $23.77

Term of Employment: Full-time, non-exempt

Apply by: Applications will be accepted until October 8, 2026

Base of Designation: DC- based, Hybrid Schedule (at least two days in the office per week). We will only consider applicants based in the DC metro area.

The Program Associate position is part of the Global Undergraduate Exchange Program (Global UGRAD) team. Funded by the U.S. Department of State, Bureau of Educational and Cultural Affairs, the Global UGRAD Program provides outstanding undergraduate students from over 30 countries with scholarships to attend U.S. colleges/universities for one semester of non-degree study and exchange. Reporting to the Program Officer, you'll coordinate the logistics, payments, and support systems that make each exchange run smoothly, working closely with students, U.S. colleges/universities, and internal teams.

RESPONSIBILITIES

Placement and pre-arrival

• Support the Program Officer throughout the application, placement, and university admissions
• Serve as a point of contact for S. colleges/universities, providing prompt and professional follow-up on admissions, enrollment, and student needs.
• Arrange travel and logistics for students, including flights, housing, and meal
• Manage health insurance enrollment and help students understand and use their
• Onboard students to the online student portal and learning management system; track account activation, pre-departure module completion, and required submissions, and follow up on outstanding items.

During the program

• Plan and support in-person and virtual orientations and workshops by preparing materials, coordinating logistics, and helping facilitate sessions.
• Maintain regular contact with students to monitor academic progress and well-being and serve as their go-to resource for questions and concerns.
• Process timely payments, including monthly stipends, tuition and fees, and book allowances.
• Collect and reconcile receipts, and coordinate with the Finance team on grantee tax documentation.

Across the program cycle

• Maintain accurate, well-organized electronic and paper records, and keep the CRM and budget trackers current.
• Contribute to a culture of continuous learning through program monitoring, data tracking, donor reporting, and reflection on outcomes.
• Support the organization's business development goals through strong program delivery, funder relationship building, and other activities as directed.
• Other duties as assigned.

REQUIREMENTS

Required Experience/Education:

• Bachelor's degree and one year of related full-time work experience.
• Applicants must be authorized to work in the location where this position is offered.

Required Skills:

• Strong proficiency in Microsoft Office, especially Excel (e.g., tracking budgets and payments, managing student data, and building simple reports), and the ability to quickly learn new databases and online platforms.
• Excellent written and verbal communication skills, with the ability to support international students as they navigate a new academic environment.

Preferred Skills and Experience:

• Experience working directly with the U.S. higher education community.
• Experience with Salesforce or another CRM or project management system.
• Experience implementing U.S. Department of State-funded exchange programs.
• At least two years of related full-time work experience.

Required Behaviors/Competencies:

• Energetic, flexible, and a strong team player.
• Self-motivated and detail-oriented with excellent organizational skills.
• Resourceful, with a proactive approach to problem-solving and task ownership.
• Communicates proactively and with transparency - asks clarifying questions when needed and keeps supervisor and colleagues informed of progress, issues, and changes.
• Supports an organizational culture of continuous learning through rigorous program monitoring, data tracking, funder reporting, research, and reflection to ensure strong outcomes.
• Demonstrates 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.