Position: Program Coordinator
Reports to: Manager of Program & Operations
Date Posted: August 2008
WorldBoston is a private, nonprofit, nonpartisan organization dedicated to advancing public discourse on global affairs and fostering professional exchanges with international visitors. We present an ongoing series of distinguished speakers and bring to Boston emerging leaders from around the world to share ideas, discover opportunities for mutual growth, and create bonds of friendship and understanding.
WorldBoston announces an opening for full-time “Program Coordinator” who will be responsible for international visitor exchange programs. While this may be an entry-level position, it is one of significant responsibility and importance. Working under the supervision and guidance of the Manager of Programs and Operations, the Program Coordinator plans, implements and administers individual professional programs for approximately 400 exchange visitors annually, originating from government and non-government sources. S/he will work in close cooperation with WorldBoston staff and will help to lead a shared staff of interns and volunteers.
The successful candidate will be eager to learn, energetic, mature, and willing to contribute proactively to the overall success of the organization.
This position requires occasional overtime, including both evening and weekend assignments.
Responsibilities:
International Visitor Programming
· Initially serve as secondary contact for the national programming community (Department of State, Washington based agencies, Eisenhower Fellows, etc.) with a transition to serving as primary contact
o Conduct initial overview and intake of information and objectives for all visitor programs
o Communicate program updates, changes, complications, etc.
· Manage all information for international visitor programs
o Handle all hotel and transportation logistics
o Update master calendar and folders
o Convert visitor biographies into WorldBoston format
o Every week create a list of arriving visitors and post on Web site
o Create and post relevant information regarding visitors and projects on Web site
o Record visitor statistics in approved format
o Update on-line resource directory
· Develop and cultivate new and existing community resources (professional, hospitality, cultural) in efforts to continually enrich projects and increase awareness about WorldBoston
· Develop and maintain good relationships with national partners; communicate on a regular basis to inform and advise them of reasons to focus on Boston as a destination for visitors
· Research program ideas independently and as directed, and write proposals for competitive projects to increase number of visitors
· Serve as primary programmer in conjunction with volunteer and intern help, ensuring completion of balanced, high-quality itineraries for visitors
o Continually follow-up on visitor programs to track progress
o Daily monitoring of projects, troubleshoot as needed
o Arrange tours as necessary
o Arrange home stays as necessary and maintain database of host families
o Arrange school visits or speaking engagements when possible
o Remain on call (24 hours a day) for visitor emergencies
o Speak with interpreters/escorts before, during, and after visit
o Hire interpreters as needed
o Greet visitors when they come into the office
o Deal with on-the-spot requests
o Answer volunteer and intern questions as they arise
o Proof and edit final visitor programs
o Thank local resources
Financial
· Responsible for billing, follow-up and reporting on all fee-based projects (to include invoicing and tracking net revenue)
· Invoice transportation service and track net revenue
· Track hotel usage and forecast commissions
· Assist in writing grant proposals
Personnel
· Conduct day-to-day supervision, management and support WorldBoston volunteers and interns in conjunction with the Manager of Programs and Operations
· Train staff as needed on an ongoing basis
· Create training materials when necessary
General
· Bring creative ideas to WorldBoston and its programs, especially ideas for expansion
· Promote the goals of WorldBoston and participate in the development of the organization
· Organize other activities and projects as needed
Qualifications:
Minimum Qualifications:
· A flexible, mature, good-natured team player who is also able to self-direct and be proactive while focusing his or her energy towards the common good of achieving WorldBoston’s mission
· Ability to proficiently handle multiple tasks while remaining detail-oriented with capacity to prioritize those tasks, keeping organizational deadlines and goals in mind
· Capacity to deal with people in business and the professions in a mature and tactful manner while keeping the organization’s best interests in mind
· Willingness and ability to “sell” projects to the public including business hosts, professional resources, and homestay hosts
· Demonstrated creative and resourceful problem-solving skills
· Sensitivity and acceptance of a widely diverse audience and customer base
· A Bachelor’s Degree in International Relations, Political Science, or related field
· At least one year of general office experience
· Knowledge of Boston institutions and resources
· A basic understanding of non-profit dynamics
· Strong written and verbal communication skills
· Complete command of all Microsoft Office applications and the Web
· Patience, flexibility and a sense of humor
Preferred Qualifications:
· Supervisory skills and experience working with interns and volunteers
· Experience living and/or working abroad
· Experience working in the nonprofit sector
· Fundraising and marketing experience
· Foreign language ability
To apply:
Qualified candidates should submit a resume and cover letter to Bill Clifford at bclifford@worldboston.org. Please write “Program Coordinator” in the subject line of the e-mail. No phone calls please.