Program Services Coordinator

Close Up Foundation; Arlington (VA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

403(b) retirement savings

Paid vacation/sick days

Paid parental leave

Metro subsidy

Free garage parking

Gym access

Job summary

Close Up Foundation in Arlington, VA seeks a Program Services Coordinator (custom programs) to manage bookings, scheduling, and reservations for civic education programs in DC and across the country.

The role requires building strong vendor relations, coordinating meals and attractions, reconciling invoices, and supporting on-site events, including weekends and evenings.

Bachelor’s degree and 1–2 years in hospitality or event planning preferred; willingness to travel and work flexible hours.

Qualifications

• Bachelor's degree from an accredited college or university.
• 1–2 years experience in hospitality, event planning, or project management (preferred).
• Based in or willing to move to the Washington, D.C. area.

Responsibilities

• Bookings for attractions, restaurants, and events for Washington programs and out-of-town trips.
• Schedule reservations for restaurants, attractions, and theaters.
• Maintain relationships with vendors and program staff.
• Pay and reconcile invoices; generate purchase orders.
• Support registration services and on-site events.

Skills

Organizational skills

Written and oral communication

Vendor relations

Multi-program management

Teamwork

Education

Bachelor's degree

Tools

Microsoft Word

Excel

Job description

Company Overview| The Close Up Foundation is the nation’s leading nonprofit, nonpartisan civic education organization. Our mission is to inform, inspire, and empower young people to exercise their rights and accept the responsibilities of citizens in a democracy. Leading the way in civic education since 1971, we believe that a strong democracy requires active and informed participation by all citizens regardless of community, socioeconomic level, and academic standing. For over 50 years, we have fulfilled this mission through experiential programs for students, professional development for educators, and classroom resources designed to empower young people for a lifetime of active citizenship.

Position Overview

Close Up serves nearly 20,000 students and teachers each year through immersive civic education programs in and around Washington, D.C. We also serve a growing number of participants through programs in various locations across the country. The program services coordinator (custom programs) is responsible for booking, scheduling, and maintaining the reservations for Close Up student programs. These reservations include cultural activities, meals, and attraction tickets for academic components, both in Washington and out-of-town locations. The coordinator must be able to build and maintain positive vendor and internal relations. The person in this role is organized and flexible, possesses strong written and oral communication skills, and is willing to work nights and weekends as deemed necessary to support the Program Services Department.

Essential Duties & Responsibilities

• Secure, update, and maintain bookings for attractions and cultural activities, restaurant reservations, and food court vouchers for our Washington programs, ensuring strict adherence to program requirements.
• Schedule and maintain reservations for restaurants, attractions, and theaters for out-of-town programs in diverse destinations.
• Secure and maintain bookings(including restaurants, attractions, theaters, and social evenings) forselectspecial and developmental programs.
• Build and maintain strong relationships with vendors and program staff to facilitate seamless collaboration.
• Pay and reconcile invoices promptly with all vendors, generating purchase orders for finance reconciliation.
• Maintain payment records and receipts.
• Collaborate with managers to keep within budget for all components.
• Work closely with the Outreach, Curriculum, and Development Departments to ensure the effective delivery of program services to both internal and external clients.
• Provide on-site support for program staff as needed to ensure the smooth execution of events.
• Assist in the management of registration services, including serving as manager on duty for certain weekends and serving as registrar for certain special programs.
• Additional duties may be assigned based on the growth and development of the Foundation.

Minimum Qualifications

• Bachelor's degree from a four-year college or university.
• One to two years of experience in hospitality, event planning, or project management(preferred).
• Basedinor willing to move to the Washington, D.C.,area.
• Outstanding organizational skills and attention to detail.
• Ability to manage multiple programs/responsibilities simultaneously and meet strict deadlines.
• Excellent interpersonal skills and ability to build relationships with vendors, clients, and staff members across multiple levels.
• Excellent verbal and written communication skills.
• Proven track record of taking initiative in a professional setting.
• Strong problem-solving skills with a proactive approach to identifying and addressing challenges.
• Advancedproficiencywith Microsoft Word and Excelas well as the ability to learn web-based programs.
• A record of success working across departments and as part of a team.
• Passion for and commitment to the organization’s mission.

Other Qualifications

• Experience managing concurrent events and reservations for groups of over 100 people is a plus.
• Knowledge of the Washington, D.C.,areaisa plus.
• Use of a personal car for onsite inspections with Foundation reimbursement is helpful.

Benefits

• Close Up provides a comprehensive benefits package which includes robust medical, dental, and vision coverage, with more than 90 percent of premiums company-paid. Close Up pays 100 percent of the premiums for life/AD&D insurance and short- and long-term disability insurance, and offers flexible spending and dependent care accounts, a 403(b) retirement savings program, paid vacation/sick days/holidays, paid parental leave, a Metro subsidy or free garage parking, free gym access, and a positive work environment.

Work Environment

While performing the duties of this job, the employee is frequently required to sit, stand, talk, hear, and utilize standard office equipment. The employee must occasionally lift and/or move up to 20 pounds. Vision abilities are required in this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. Also, the employee will receive phone calls, text messages, and emails outside of normal work hours. The noise level in the work environment is usually moderate.

Close Up Foundation is an Equal Opportunity Employer.