Program Coordinator, Young Leaders of the Americas Initiative (YLAI)

Location: Washington, D.C.
Reports To: Program Officer, GlobalConnect

Purpose and Description

The Program Coordinator (PC), under the supervision of a Program Officer, is responsible for all administrative and logistical arrangements for the Young Leaders of the Americas Initiative (YLAI) sponsored by the U.S. Department of State. With guidance and oversight from a Program Officer, the PC is responsible for planning and handling administrative, logistical and financial aspects related to the implementation of YLAI. Responsibilities include booking travel, hotel and ground transportation arrangements; preparing program books and other materials relevant to the Fellowship, interacting and coordinating with all participants and organizations involved in the program, in addition to the program sponsor. The PC also provides leadership and training to interns and new staff, including tutorials and project shadowing to familiarize them with organizational and project-specific processes and procedures.  PC work closely with Finance staff to follow procurement procedures and track program expenditures, and manage the American Express reconciliation process each month. In addition to program implementation, Program Coordinators assist with the development of proposal responses for grants and contracts. Specifically, PCs are responsible for response research, development of budget narratives and appendix support, and assistance with drafting and editing proposal narratives.

Essential Functions

Project Implementation

  • Assist project team with participant recruitment and selection of participants;
  • Assist program team in develo9pment and implementation of virtual pre-departure briefings and workshops for participants
  • Communicate with sponsor agency and/or program participants to relay program developments
  • Arrange international and domestic travel, hotel accommodations, ground transportation, room rentals, luncheons, receptions, and other logistical aspects of each program
  • Assist Communications Fellow to support communications strategies throughout the program
  • Arrange foreign travel and monitor logistics for U.S. participants
  • Prepare DS-2019 documents for J-1 visa applications, as required
  • Arrange accident and health insurance
  • Draft biographical information documents
  • Prepare detailed briefing books and materials for program including, name tags, welcome packets, briefing books, evaluation forms, and any other necessary program-related documents;
  • Provide on-site assistance during opening and closing conferences
  • Travel as required to provide additional on-site support for program activities;
  • Manage procurement process for relevant vendor contracts
  • Act independently to solve any logistical or administrative problems that arise;
  • Contribute to drafting final financial and narrative reports;
  • Manage logistics and expenditures for assigned projects;
  • Train new staff on aspects of project implementation

Financial Management and Accounting

  • Manage and disburse funds authorized in the budget and related contract: per diem, cultural allowance, return travel allowance and travel advances for participants
  • Manage all program expenses and invoices within the proposed budget including travel expense reimbursements for participants and staff
  • Reconcile final accounting and prepare final budget for invoicing to the satisfaction of the Meridian Finance Department and funders
  • Maintain key documents within the permanent file, and prepare the file for storage
  • Reconcile monthly American Express and Visa credit card statements to the satisfaction of Meridian’s Finance Department

Other duties and special projects as assigned

Minimum Qualifications

Experience/Education

  • Undergraduate degree in International Relations, Political Science, Business or related fields
  • 2-3 years of related work experience, preferably coordinating travel, events, and conferences
  • Any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position

Knowledge, Skills, and Abilities

  • Capacity to handle multiple projects simultaneously
  • Administrative experience
  • Effective oral and written communication skills, tact and sensitivity to foreign cultures
  • Ability to work independently, accurately and under pressure
  • Ability to work flexible hours, both early morning and late evening
  • Strong Spanish-speaking ability desired
  • Excellent computer skills (Microsoft Office Suite)
    • Advanced spreadsheet expertise using MS Excel
  • Experience in Latin America a plus

Physical Effort and Dexterity

  • Not applicable

Visual Acuity, Hearing, and Speaking

Excellent verbal and written command of the English language

Environment and Scheduling

  • Interest in working with an international not-for-profit professional exchange organization
  • Interest in working within a diverse work environment This position is classified FLSA

Employer’s Statement and Rights

This position posting does not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, and their education and experience. The employer has the right to revise this posting at any time. Neither this posting nor the job description is a contract for employment. Meridian is an Equal Opportunity Employer.

The Application Window for this position has now closed. Please check back for future opportunities with Meridian International Center's GlobalConnect Division.