Program Coordinator

Job Description

Job Description

The Organization:

Plan International is an independent development and humanitarian nonprofit that advances children’s rights and equality for girls. We believe in the power and potential of every child, but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of challenges children face. We’re there from birth until adulthood, and we support children to prepare for and respond to crises and adversity, while particularly focusing on the experiences of girls. We drive changes in practice and policy at the local, national and global levels using our reach, expertise and knowledge.

With more than 85 years of experience, we work to transform lives in over 80 countries.

Plan International USA is fully committed to the safeguarding of all children and young people from all forms of violence.

We won’t stop until we are all equal.

Position Summary:

The Program Coordinator provides coordination, program management, and administrative support across the proposal development and project implementation lifecycle. The position supports institutional and private philanthropic funding opportunities and works closely with Proposal Managers, Program teams, and colleagues across U.S. and global offices. 

The role helps ensure proposals and projects are well organized, on schedule, compliant, and effectively coordinated across stakeholders. This is an excellent opportunity for an early-career development professional to build experience in business development, program management, and cross-organizational coordination. 

Key Responsibilities:

Program Management

• Support the operational and programmatic implementation of projects, ensuring compliance with standard operating procedures and donor rules and regulations.
• Work with the Senior Program Manager to review project budgets, budget modifications, invoices, and financial reports.
• Maintain budget projection trackers and coordinate data entry and updates from Country Offices and the U.S. home office.
• Serve as a day-to-day liaison to Country Offices, providing support, troubleshooting routine issues, and escalating complex matters to the Senior Program Manager.
• Maintain organized project files and documentation, including funding internal agreements and other project records.
• Coordinate project start-up and close-out activities and support the timely completion and submission of project deliverables.
• Support the preparation of quarterly and annual narrative reports, work plans, and other project deliverables.
• Coordinate with grants, finance, technical, and program colleagues to address project-related questions and ensure timely follow-up.
• Support internal documentation and knowledge management across U.S. and global teams.
• Contribute to process improvements that strengthen program coordination and implementation.

Business Development Support

• Support the Proposal Manager in reviewing and tracking funding opportunities, including preparing opportunity summaries and Go/No-Go materials for internal review.
• Coordinate proposal development processes, including maintaining proposal calendars, timelines, checklists, version control, draft consolidation, and shared workspaces.
• Track proposal milestones and deliverables, flag potential risks to deadlines, and help teams remain on schedule.
• Coordinate internal proposal review and approval processes by routing budgets, narratives, appendices, and compliance documents to relevant U.S. and global stakeholders and following up on outstanding inputs and approvals.
• Support the preparation of proposal components by compiling organizational capacity statements, required organizational documents, letters of support, past performance references, and other materials.
• Assist with formatting, proofreading, and quality assurance of proposal narratives, budgets, annexes, and other submission materials.
• Coordinate the internal procurement and engagement of proposal-related consultants, including writers, technical experts, and budget specialists.
• Maintain accurate records of proposal status, funder requirements, and submission materials in shared trackers and knowledge management systems, including SharePoint and Salesforce.
• Coordinate proposal-related meetings across time zones, including scheduling, agendas, meeting notes, and follow-up with National Organizations, Global and Regional Hubs, and Country Offices.
• Liaise with grants, technical, finance, and program teams to gather proposal inputs and resolve outstanding questions.
• Support post-submission and post-award documentation and coordination between U.S. and global teams.
• Support pre-positioning and pipeline management activities, including maintaining donor and opportunity information in Salesforce.
• Contribute to improvements that streamline proposal coordination, internal approvals, and business development processes.
• Perform other duties as assigned to support the goals of the Business Development team.

Qualifications:

• Bachelor’s degree or equivalent experience required.
• 1–2 years of professional experience supporting proposal development, business development, grants, program coordination, or a related field, ideally within international development, nonprofit, or related settings.
• Familiarity with institutional donor proposal processes, such as USAID, Department of State, foundations, or multilateral funders, is a plus.
• Strong organizational skills and demonstrated ability to manage multiple deadlines and priorities simultaneously.
• Excellent written and verbal communication skills, with strong attention to detail.
• Ability to coordinate effectively across teams, time zones, and cultures, including with global colleagues.
• Experience working with multidisciplinary teams and across different functions and areas of expertise is a plus.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and SharePoint; experience with proposal management or CRM tools is a plus.
• Collaborative, proactive, and solutions-oriented approach, with the ability to work effectively in a fast-paced, deadline-driven environment.
• Commitment to Plan International USA’s mission and to advancing gender equality and children’s rights.

Working Conditions:

This is a hybrid role is based in the U.S. and may require occasional early or late meetings to accommodate global time zones. Standard office and remote working conditions apply.

Other Duties:

This job description does not contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time.

 

Plan International USA offers a comprehensive total compensation package inclusive of health benefits, paid time off (PTO), sick leave, and retirement plan contributions. We take several factors into account when determining salary offers, including candidate qualifications and experience, and internal equity. The target range for this position is between $52,370 – 66,772 annually.

We hire in the following states: Arizona, Connecticut, Florida, Georgia, Illinois, Indiana, Kansas, Maryland, Massachusetts, Minnesota, North Carolina, Ohio, Pennsylvania, Rhode Island, Tennessee, Texas, Vermont, Virginia, and the District of Columbia. Preference will be given to candidates in the Washington, DC metro region.

Plan is an equal opportunity employer and follows all laws associated with the EEOC. 

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