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Program Assistant, Operations

4 months ago

Chicago, United States Greenheart International Full time
Job DescriptionJob Description

Job Title: Program Assistant, Operations

  • Department: Greenheart Exchange Operations
  • Type: Temp
  • Start Date: May. 2024
  • Hours: 40 hours per week, Monday-Friday, 9:00 am- 5:30 pm CT US
  • Location: Remote

About Us:

Greenheart International is a 501(c)(3) nonprofit committed to connecting people and planet to create a more peaceful and sustainable global community. We achieve our goals through a unique set of programs and initiatives fostering cultural exchange, eco-fair trade, volunteerism, personal development, and environmentalism. Greenheart encompasses two main branches: Greenheart Exchange and Greenheart Travel.

The Operations Department within Greenheart Exchange administers programs in the US for international participants, including the following BridgeUSA programs designated by the US Department of State: Secondary High School Exchange, Work and Travel, Intern and Trainee (Career Advancement Program) and Teach in the USA.

What we’re looking for:

Our ideal candidate should be organized, research-oriented and flexible with changing priorities. They should have excellent project management skills and work ethic; and be able to assimilate information and learn new processes quickly and effectively. In a fast-paced working environment, the ability to oversee multiple projects and deadlines is essential in this role.

Some things you might do as a Program Assistant:

  • Update participant information and cancellations in Greenheart’s database
  • Process insurance enrollments, date changes/extensions, and cancellations; and help ensure all participants have required coverage
  • Process invoices and credits as well as assist in answering stakeholders’ questions
  • Process local coordinator payments
  • Ensure participant program date, flight and visa information is updated, corresponding with partner or participant contacts as needed to provide clarification
  • Assist Associate Director with special projects, including but not limited to: updating Greenheart internal and external resources and documents
  • Assist in everyday functions of the office including organizing supplies, filing, faxing, copying, data entry, mailings, answering phones.

Some qualifications you should have:

  • Bachelor’s degree or equivalent experience highly preferred
  • Experience managing data and working in a customized database
  • At least 1 year of work experience, preferably in a non-profit setting
  • Exceptional organization skills and attention to details
  • Ability to quickly assimilate information and learn new processes
  • Collaborative approach and excellent communication skills
  • Strong work ethic and time management skills while handling multiple projects
  • Excellent computer skills with competence in the Microsoft Office Suite, especially Microsoft Excel
  • Experience managing a high volume of emails and telephone calls
  • Experience studying, volunteering, or working outside the U.S., and/or experience working in a multicultural and/or multilingual environment, a plus


To Apply:

Sound like the perfect fit? Tell us WHY by clicking “Apply Now.” A cover letter is required for your application to be considered.

Due to the number of applications processed, we ask that you do not call Greenheart International regarding this position. All qualified applicants will be contacted.


Greenheart International is an Equal Opportunity Employer that does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran.