Global Programs Operations Coordinator

World Learning; Washington (District of Columbia); Hybrid; USD 66,125,000 - 77,146,000; Full time

Job description

Program Associate- Fulbright Specialist Program

Reports to: Program Officer, Fulbright Specialist Program

Starting Salary: $23.76 (hourly)

Term of Employment: Full-time, non-exempt

Base of Designation: Washington, DC - Hybrid (at least two days in office per week)

World Learning administers the Fulbright Specialist Program (FSP) on behalf of the U.S. Department of State, Bureau of Educational and Cultural Affairs (ECA). Through the FSP approximately 425 U.S. academics and professionals each year engage in short-term collaborative projects (of between two- and six-weeks in length) at foreign receiving institutions abroad that build capacity and mutual linkages. World Learning recruits Specialists; supports the Specialist application, screening, and selection process; works with key stakeholders (U.S. Embassies, Fulbright Commissions, ECA, Specialists, and foreign receiving institutions) to match Specialists to projects; and provides significant logistical support to Specialists to ensure project success.

Under the supervision of the Program Officer, the Program Associate plays a critical operational role in supporting the full project cycle for an assigned portfolio of countries in Europe and East Asia and the Pacific. This includes supporting the Specialist application process, assisting with matching Specialists to projects, and providing logistical support for Specialists to ensure project success within designated countries. The Program Associate is the primary point of contact for day-to-day Specialist communications and is responsible for ensuring that all administrative and operational tasks within the portfolio are executed accurately and on time. Program Associates are also expected to contribute actively across the full team - supporting tasks in other portfolios and taking on program-wide functions as needed. This is a core and anticipated part of the role to contribute to the larger program's success.

Please note: This role is best suited to a detail-oriented, organized professional who thrives in a high-volume, fast-paced environment and takes genuine ownership of administrative excellence. The work is operational and hands-on: coordinating international travel and visas, maintaining accurate records in Salesforce, processing payments and expenses, and managing a high-volume caseload on schedule and without error. Success requires the ability to manage competing priorities proactively, communicate clearly, and maintain consistency and thoroughness across all tasks. This role will most appeal to candidates seeking logistical/operational work rather than a policy- or program-design position. This work is central to the program's success, allowing each Specialist project to move forward and advancing academic and institutional collaboration between the United States and partner countries.

Program Associates are also expected to contribute actively across the full team - supporting tasks in other portfolios and taking on program-wide functions as needed. This is a core and anticipated part of the role to contribute to the larger program’s success.

RESPONSIBILITIES

• Track Specialist applications and answer phone and email inquiries from prospective Specialists and other stakeholders in a timely and professional manner.
• Make accurate and timely project entries into the FSP project management system on Salesforce, ensuring data integrity across the full project lifecycle.
• Support Specialist caseload in assigned countries in Europe and East Asia and the Pacific, including generating welcome packets, coordinating program departure preparation, arranging travel logistics and booking international flights, assisting with the visa process, enrolling participants in a limited health benefits plan, supporting the closeout of completed grants, and troubleshooting logistical issues as they arise.
• Request disbursement of payments to Specialists and track all associated costs in project management system.
• Support expense reconciliation and maintain accurate financial records, including timely submission of receipts and expense documentation.
• Collect and compile program highlights, participant quotes, and supporting materials to contribute to high-quality regular and ad hoc reporting for funder.
• Coordinate internally to ensure smooth program delivery and elevate issues to the supervising Program Officer as appropriate.
• Assume other program implementation and administrative responsibilities across portfolios and technical areas as program needs require, including support for an assigned technical area, and contribute to the ongoing improvement of program processes and workflows.

REQUIREMENTS

Required Experience/Education:

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

Required Skills:

• Excellent attention to detail and commitment to accuracy across all tasks, including data entry, correspondence, and financial recordkeeping.
• Strong organization and prioritization skills, with a proven ability to manage multiple competing deadlines simultaneously and maintain composure and quality in a high-volume environment, supported by specific examples.
• Excellent written and oral communication skills, including the ability to communicate clearly and professionally with a broad range of internal and external stakeholders.
• Strong time management skills with the ability to anticipate workload demands and plan accordingly.
• Adaptable, resourceful, and composed under shifting priorities - able to adjust quickly when plans change and to take initiative to keep work moving and quality high in a dynamic environment.
• Experience arranging complex logistics, such as international travel, visas, and accommodations.

Preferred Skills and Experience:

• International experience is preferred.
• Experience working directly with 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.

Required Behaviors/Competencies:

• Genuine comfort with and enthusiasm for the operational and administrative core of this role - candidates who take pride in process-oriented, detail-driven work will thrive here. Brings a collaborative, team-first approach and willingness to support colleagues across the program as needs shift.
• Communicates proactively and with transparency - asks clarifying questions when needed and keeps supervisors and colleagues informed of progress, issues, and changes.
• Energetic and resourceful, with a proactive approach to problem-solving and task ownership.
• Supports an organizational culture of continuous learning through rigorous program monitoring, data tracking, funder and MERL 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.