Program Coordinator

Meridian International Center - GlobalConnect
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Dec 28

Position description

The Program Coordinator (PC), under the supervision of a Program Officer, is responsible for all administrative and logistical arrangements for programs for international visitors sponsored by the Department of State, other USG agencies, and public and private sector clients from the U.S. and overseas. With guidance and oversight from the Program Officer, the PC is responsible for planning and handling administrative, logistical and financial aspects related to the implementation of long-term projects and grants that are complex and contracts for short-term study tours. Responsibilities include making travel, hotel and ground transportation arrangements; preparing program books and other materials relevant to the visit; interacting and coordinating with all individuals and organizations involved in the program in DC and other cities, in addition to the program sponsor; and coordinating with visitors. In coordination with the Program Officer, the PC can also assist with identifying appropriate ELOs and interpreters, speakers, professional meetings and cultural activities. The PC also autonomously implements all logistical and administrative aspects of assigned projects. The PC provides leadership and training to Program Associates, 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

I.     Project Implementation

· Provide extra support to long-term grants:

· Assist project team with participant recruitment and selection;

· Contribute to research and brainstorming for program design

· Communicate with sponsor agency and/or program participants to relay program developments and carry out the following duties:

· Arrange international and domestic travel, hotel accommodations, ground transportation, room rentals, luncheons, receptions, and other logistical aspects of each program 

· Prepare security documents for entrance into USG buildings

· Prepare DS-2019 documents for J-1 visa applications, as required

· Arrange accident and health insurance

· Draft biographical information documents

· Coordinate program logistics with local partners for programs outside of Washington, DC;

· Plan and manage luncheons, receptions, business briefings or special events;

· Prepare detailed program books for the projects under implementation, welcome packets, briefing books, evaluation forms, and any other necessary program-related documents;

· Arrange for translation of program documents and translation equipment;

· Assist Program Officer with program openings by briefing incoming visitors, English Language Officers and interpreters on per diem disbursements, insurance, and hotel and travel arrangements;

· Work closely with ELOs, interpreters and implementing partners to relay changes in program itinerary, tend to participant needs as they arise, and answer questions about Meridian policies and procedures;

· Travel as required to provide additional on-site support to visiting delegations and program activities;

· 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

 II.      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, interpreters and English Language Officers;

· Ensure that correct account codes are assigned to check requests and that requests are accompanied by appropriate back-up documentation;

· Ensure that all program-related contracts are awarded in compliance with proper procurement guidelines, prepare award documents and file copies of all executed contracts;

· Carefully monitor and track all program expenses and invoices within the proposed budget including travel expense reimbursements for visitors, interpreters and English Language Officers;

· Reconcile final accounting and prepare final budget for invoicing to the satisfaction of the Meridian Finance Department and as stipulated in the grant from the sponsor agency;

· Maintain key documents within the permanent file, and prepare the file for storage;

· Oversee monthly reconciliation of American Express and Visa credit card statements to the satisfaction of Meridian’s Finance Department;

· Train new staff on Meridian and project specific financial policies and procedures 

 III.      Business Development

· At the direction of the proposal manager, compile all research necessary related to the proposal response;

· Attend meetings related to proposal development, including with partners and vendors;

· Develop draft budget narrative for the review and approval of the Vice-President;

· Assemble appendices as directed by proposal manager;

· As needed, assist with drafting proposal narrative and editing for grammar and formatting;

· Support ongoing business development efforts through close monitoring of strategic priority areas and emerging opportunities in the public and private sector;

· As needed, represent Meridian International Center at client and potential client meetings domestically and abroad in order to raise awareness of Meridian’s offerings and capabilities, specifically those of the GlobalConnect Division.


  • Capacity to handle multiple projects simultaneously;
  • Administrative experience including supervisory skills to direct and manage the work of assigned interns;
  • Effective oral and written communication skills, tact and sensitivity to foreign cultures;
  • Ability to work and make decisions independently, accurately and under pressure;
  • Excellent computer skills (Microsoft Office Suite)
  • Advanced spreadsheet expertise using MS Excel
  • Willingness to assume additional tasks such as but not limited to handling SEVIS, Communication portfolio, GC’s Translation Equipment and Supplies’ requests.


  • Undergraduate degree in International Relations, Political Science, Business, or related field;
  • At least 2 years of applicable work experience, some administrative experience preferred;
  • Some knowledge of exchange programs and/or project administration desirable; 
  • Experience with managing budgets and adhering to a set of financial procedures;
  • Highly organized; ability to perform complex tasks independently, accurately and under pressure and prioritize multiple projects;
  • Effective oral and written communication skills, tact and sensitivity to foreign cultures;
  • Strong interpersonal skills and the ability to act professionally with a wide range of individuals including international visitors, implementing partners, and funders;
  • Knowledge of foreign language (Arabic, Chinese, French, Spanish, Portuguese,) strongly preferred.

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 posting does not list all the duties of the job. 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.

Application instructions

Qualified candidates should apply by e-mail only. Subject line should read "GC Program Coordinator" and a cover letter, with salary expectations, and resume should be attached. Only candidates being considered for this position will be contacted. Submissions that do not follow the above instructions will not be considered as applicants. NO PHONE CALLS in reference to this position will be accepted.

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