Program Coordinator

Job Description

Job Description

Program Coordinator

Virtual Programming – Youth Exchange

Reports to: Program Officer, STEM Catalyst

Salary Range: $49,000 - $55,000

Term of Employment: Full-time

Base of Operations Designation: Vermont

Remote Eligible: Remote OR Hybrid

World Learning seeks a Virtual Program Coordinator to manage the day-to-day operation of the Youth Exchange team's virtual programming platforms, across STEM Catalyst and the virtual components of the team's U.S. Department of State–funded exchange programs. The Virtual Program Coordinator will work hand in hand with the Program Officer, STEM Catalyst to deliver the STEM Catalyst virtual exchange and will serve as the team's go-to expert on the platforms. The Virtual Program Coordinator, Youth Exchange will set up program spaces, manage users, troubleshoot technical issues, pull participation data for reporting, and help program teams build virtual pre-departure, follow-on, and alumni content for Youth Ambassadors and Iraqi Young Leaders Exchange Program (IYLEP) participants. The specific programs and countries in this role's portfolio may shift over time based on funding and U.S. Government priorities.

ABOUT GLOBAL PROGRAMS

This position will be a part of the Global Programs unit of World Learning which designs, implements, monitors and evaluates global exchange and education programs. We work with various donors, including the U.S. Department of State, to achieve immediate impact and sustainable outcomes. Consistent with our organization's status as both a global nonprofit and an accredited institution of higher education, we prioritize experiential programs that are grounded in theory and proven in practice.

RESPONSIBILITIES

Kolab Platform Management

• Administer Kolab and the TechChange LMS across Youth Exchange programs, including program spaces, templates, event pages, and user permissions.
• Manage participant, adult mentor, facilitator, and staff accounts and access for each cohort and program.
• Serve as first-line technical support for participants, facilitators, and staff, and escalate platform issues to TechChange as needed.
• Maintain platform guides, FAQs, and standard procedures so program teams can use Kolab consistently.
• Stay current on new Kolab features and share updates and tips with the Youth Exchange team.

STEM Catalyst Program Support

• Support the Program Officer, STEM Catalyst in delivering four six-week cohorts, including live sessions, asynchronous activities, and Innovation Lab sessions.
• Build and update cohort workspaces, pod spaces, and the persistent alumni space in Kolab.
• Field participant questions during cohorts and follow up with facilitators and staff as appropriate.
• Support logistics for Innovation Days and the Capstone Showcase, including event setup, run-of-show support, and recordings.
• Support peer mentors and alumni recruitment ambassadors and help keep them on track with their responsibilities.
• Assist with recruitment communications, virtual information sessions, and applicant questions in coordination with the Program Officer and Enrollment team.

Virtual Components of Youth Ambassadors and IYLEP

• Work with Youth Ambassadors (USA, WHA, and NEA) and IYLEP program teams to build the five-module virtual pre-departure curriculum and adult mentor modules on Kolab and LMS platform.
• Set up and support live welcome orientations, synchronous sessions, and cross-cohort collaboration for each program's virtual engagement phase.
• Support follow-on programming on Kolab, including monthly office hours, alumni spaces, monthly engagement prompts, and the cross-cohort Virtual Innovation Day.

Training and Capacity Building

• Co-facilitate Kolab training for Youth Exchange staff, facilitators, group leaders, and adult mentors in collaboration with the Program Officer, STEM Catalyst.
• Support facilitator training for STEM Catalyst, including platform orientation and practice sessions in the Kolab environment.

Data, Reporting, and Compliance

• Track participation and completion data in Kolab and the TechChange LMS, and issue completion certificates and digital badges.
• Pull and validate platform data for funder reports including Stevens Initiative and Department of State reporting, coordinating with program teams on survey data collected outside the platform.
• Maintain accurate participant and alumni records and support quality checks on program content and data.
• Participate in the on-call rotation during program season, including some nights, weekends, and holidays, and follow the policies in the Youth Exchange Team Handbook.

Organizational Engagement

• Attend key organizational meetings (e.g., town halls, quarterly meetings) and learning sessions to understand and maintain awareness of organizational priorities and policies.

REQUIREMENTS

Required Experience/Education:

• A bachelor's degree or equivalent experience is required.
• At least one to two years of related work experience in virtual programming, online learning, or program coordination is required.
• Applicants must be authorized to work in the location where this position is offered.

Required Skills:

• Proficiency with learning management systems, virtual collaboration platforms, and video conferencing tools.
• Ability to learn new software quickly and explain it clearly to non-technical users.
• Strong troubleshooting skills and a calm, service-oriented approach to technical support.
• Comfort working with data, including Excel and basic reporting.
• Excellent written and verbal communication skills in English.
• Strong organizational skills and attention to detail, with the ability to manage multiple programs and deadlines at once.
• Ability to manage ambiguity and adapt to changing priorities.
• Willingness to work outside regular business hours as needed during program season.

Required Behaviors/Competencies:

• Acts as a collaborative and resourceful team player.
• Supports a culture of continuous learning and improvement through diligent program monitoring, data tracking, and reflection to ensure strong outcomes.
• Displays curiosity about World Learning and is eager to represent the organization effectively to external audiences, as required.
• Shows dedication to the organization's business development targets through ongoing program implementation and relationship building.
• Brings a patient, user-first mindset to supporting colleagues and participants with technology.

Preferred Qualifications:

• Experience with Kolab or similar AI-assisted virtual facilitation platforms.
• Experience supporting virtual exchange or youth programs with participants across multiple countries and time zones.
• Familiarity with AI tools and their use in education or facilitation.
• Experience creating digital content, including basic video editing or graphic design.
• Professional proficiency in Arabic, French, or Spanish.
• Experience working with remote teams.

ABOUT WORLD LEARNING

For more than 90 years, World Learning has advanced American leadership at home and abroad by equipping students, professionals, and institutions with the skills, networks, and real-world experience needed to address today's most pressing challenges. Through dynamic, experiential education and exchange programs, we strengthen 21st-century competencies, foster innovation, and expand economic opportunity-building more secure and prosperous communities worldwide.