30DEC - Program Coordinator, IVLP, Institute for International Education - Deadline: N/A


Organization Description

An independent not-for-profit founded in 1919, IIE is among the world's largest and most experienced international education and training organizations. We are committed to delivering program excellence to a diverse range of participants, sponsors, and donors. 

Location: Washington DC

Job Description

The Program Coordinator provides financial, logistical and administrative support to the International Visitor Leadership Program (IVLP) team in adherence with the Bureau of Educational and Cultural Affairs, U.S. Department of State (ECA) and IIE guidelines. IVLP connects current and emerging foreign leaders with their American counterparts through short-term visits to the United States. IIE’s IVLP programs welcome about 860 visitors through approximately 100 multi-city, two/three-week projects each year.

The Program Coordinator develops individual project budgets, makes travel and other logistical and administrative arrangements, processes payments, reconciles budgets and communicates extensively with various internal and external stakeholders. Using sponsor databases and IIE financial systems, the Program Coordinator provides the necessary financial and logistical support for all types of projects. S/he trains new team members, prepares monthly program deliverables, and supports divisional administrative activities. 

Job Responsibilities

Essential Duties and Responsibilities include the following.

IVLP Program

  • Develops project budgets for grantees determining lodging rates, M&IE per GSA, cultural, transportation and other varying allowances.
  • Prepares financial and program documents using IIE and sponsor databases.
  • Arranges grantees’ U.S. travel, per diem, project opening lunches at restaurants and tickets to cultural events.
  • Coordinates with hotels and ground transportation for GSA rates, reservations and accurate and timely invoices. 
  • Prepares payments to vendors; tracks and reconciles project expenses. 
  • Maintains participant and financial data in shared folders, databases and spreadsheets.
  • Communicates program policies and procedures via e-mail, telephone, and in person to internal and external stakeholders. 
  • Makes formal presentations to grantees at each project opening on the financial, logistical and cultural aspects of the project; distributes prepaid cards, medical coverage and ensures compliance with program requirements.
  • Troubleshoots participant and project issues in regard to logistics, prepaid cards and medical emergencies.
  • Introduces new Program Associates to current best practices and processes in arranging logistical and financial support to IVLP Projects.

Divisional Administration

  • Administers divisional tasks such as: CRM, CBM utilization reports, p-card reconciliations, TMC reports, vendor management, prepaid cards, welcome packets, ordering supplies, and project reconciliation reviews.
  • Initiates business process improvements and quality assurance checks.
  • Participates in IIE and sponsor trainings to keep abreast of regulations, policies, technologies and procedures.
  • Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures.
  • Performs other related duties and functions as assigned.

Job Requirements


Four year degree and at least one year of administrative work experience, preferably in a not-for-profit, internationally-focused work environment; or equivalent combination of degree and work experience.

  • Demonstrated success supporting IVLP administration or equivalent.
  • Familiarity with project management and accounting principles highly preferred.

Knowledge, Skills, and Abilities:

  • Well-developed organizational, time-management, multi-tasking and administrative skills. 
  • Excellent interpersonal and communication skills, both oral and written. 
  • Strong attention to detail.
  • Basic understanding and interest in finance and accounting principles and logistical coordination.
  • Ability to interact with all levels of staff and external contacts; sensitive to cultural differences when working with people from other cultures; ability to exercise discretion on confidential matters and to demonstrate sound judgment in consulting with and keeping others informed.
  • Ability to easily adapt to changing organizational needs and a fast-paced work environment; able to work independently and as part of a team.
  • Intermediate proficiency with MS Office applications including Word, Excel and Outlook and databases.

Work Environment and Physical Demands: Essential functions are typically performed in an office setting with a low level of noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

How to Apply

Apply online: https://iie.hua.hrsmart.com/hrsmart/ats/Posting/view/1635 

Deadline: N/A