Coordinator, Customized Exchanges

Title: Coordinator, Customized Exchanges

Employment Status: Non-exempt

Salary: $49,350

Supervisor Title: Associate Program Officer, Program Officer, or Director

Date Revised: January 2023

 Summary of Position:

The Coordinator, Customized Exchanges is responsible for all administrative, logistical, and financial arrangements for in-person and virtual study tours, programs, trainings, and workshops on behalf of the U.S. Department of State and other U.S. government (USG) and private-sector funders. Program participants include youth or emerging professionals interested in connecting to counterparts, subject matter experts, and others to exchange perspectives on topics of specific interest and/or industry trends. The Coordinator is responsible for the day-to-day implementation of long-term projects as well as short-term programs or study tours.  An example of one of our youth programs is the Pan-Africa Youth Leadership Program.

This position is located in Washington D.C. and Meridian requires MD, DC, or VA residence for all employees. The position may work partially remotely until further notice. All Meridian staff are required to be fully vaccinated for COVID-19, unless a reasonable medical or religious accommodation is approved.

Position Responsibilities:

  • Liaise with domestic and international partners to arrange program logistics, including domestic and international airfare, lodging, ground transportation, event space, cultural events, and group enhancements, all while staying within budget limits
  • Manage logistics of virtual program activities, including running videoconference platforms, tracking registration, and disseminating digital program materials
  • Manage, disburse, track, and reconcile authorized funds such as per diem, cultural allowance, ground transportation, and travel advances via prepaid cards or fund disbursements, in compliance with funding and tax guidelines
  • Work with program team to administer participant application and selection processes when required by the program
  • Prepare program materials for participants, including welcome packets, pre-departure orientation presentations, sightseeing information, and meeting materials when required by the program
  • Develop project budgets of projected expenses in consultation with Program Officer and/or Program Team
  • Prepare group program booklets and correspondence for each program, as well as arrange to have program documents translated, if necessary
  • Brief participants on grant provisions, including per diem funds, health insurance, and travel arrangements
  • Promptly pay invoices, reconcile monthly credit card statements, and process travel expense reimbursements and vendor payments
  • Assist program lead with monitoring budget reports and reviewing the final accounting of total project expenditures for the funder and Meridian Finance Office according to established timetables
  • Maintain accurate documentation of program activity in digital files, in compliance with Meridian’s data protection policies
  • Communicate relevant program updates to the program lead, funders, and partners, as needed
  • Draft, send, and review Request for Proposals and Quotations for vendors, program partners, consultants, and other stakeholders
  • Prepare contracts for vendors, ensuring that all contracts are awarded in compliance with  procurement guidelines, distribute for signature and approval per policy, and maintain copies of all executed contracts
  • Travel (domestically and internationally) as required to provide onsite support for programs and/or accompany delegates to provide logistical support during their professional program
  • Prepare documentation for visa applications and arrange for and confirm international delivery as required by the program
  • Assist the program team with preparation of reports to the funder and carrying out monitoring and evaluation activities, such as developing and collecting responses to surveys, as needed
  • Use professional judgement and be proactive in resolving any logistical or administrative problems that arise, while keeping the program lead informed as needed
  • Support MCGL business development activities, which may include the development of proposal materials such as budget narratives, appendices, and drafting and editing program narratives
  • Assist with the training and onboarding of new staff and current staff on organizational and administrative processes and MCGL programs
  • Responsible for completing all organizational administrative responsibilities in a timely manner and meeting all organizational administrative deadlines
  • Other duties as assigned


  • Bachelors degree in International Relations, International Development, Political Science, Public Administration, Business, or related field
  • At least 2 years of related work experience, including some administrative experience
  • Experience working with international participants and programs and/or studying/working overseas
  • Experience with managing logistics for domestic and international group travel, including managing budgets and adhering to a set of financial procedures preferred
  • Experience in a fluctuating work environment with constantly changing needs, demands, and timelines preferred
  • Or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position

Knowledge, Skills, Abilities:

  • Highly organized; ability to perform complex tasks independently, accurately, and under time constraints in changing work environments and to prioritize multiple projects
  • Effective oral and written communication skills in English
  • Some knowledge of exchange programs, synchronous and asynchronous engagement, and/or project administration preferred
  • Proficiency in another language preferred, especially Russian, French, Spanish, or Mandarin
  • Strong interpersonal skills and the ability to act professionally with a wide range of stakeholders including international visitors, implementing partners, and funders
  • Ability to work collaboratively within a team while being proactive and self-driven in completing responsibilities
  • Strong inter-cultural communication skills; maturity, cultural sensitivity, and tact suitable for working with individuals from around the world

Technical Requirements:

  • Strong internet and computer proficiency, including Microsoft Office Suite (Word, Excel, Powerpoint, SharePoint, Outlook, Teams, etc.)
  • Experience with Canvas, Zoom and Salesforce is helpful

Employer’s Statement

Meridian is committed to creating a diverse environment. We believe in empowering global leaders and amplifying voices of a wide variety of backgrounds to create pathways for greater understanding, shared value and respect for all cultures as connecting people has been our foundation for over 60 years. If you share our values and enthusiasm to promote non-partisan collaboration to address global challenges and opportunities, you can find a home at Meridian.

As an equal opportunity employer, Meridian promotes equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, personal appearance, pregnancy, childbirth or related medical condition, family responsibilities, marital, veteran or military status, national origin, age, disability, genetic information, matriculation, political affiliation, or any other classification protected by federal, state, or local law. Equal employment opportunity will be offered and maintained to all persons at every stage and condition of employment, including recruiting, hiring, training, upgrading, promotion, transfer, discipline, layoff, recall, and termination.

How to Apply 

Qualified candidates should apply here. Only candidates being considered for this position will be contacted. NO PHONE CALLS in reference to this position will be accepted.